Executive Assistant Job at The Phoenix Group in San Francisco

ABOUT THE ROLE

This Executive Assistant position is a key role providing high-level administrative and project coordination support to senior leadership. The successful candidate will be detail-oriented, proactive, and capable of managing a wide variety of tasks in a fast-paced, professional environment.

RESPONSIBILITIES

Primary Responsibilities:

Administrative Support

• Manage day-to-day administrative tasks such as processing reimbursements, managing invoice and timesheet approvals, organizing meeting materials, and maintaining office organization.
• Draft, proofread, and edit routine documents, presentations, and confidential communications—often including high-visibility materials such as PowerPoint decks.
• Support international offices in securing official documents when needed.
• Maintain records and filing systems outside of centralized records management.
• Identify opportunities for process improvements and lead administrative projects in collaboration with leadership.

Calendar & Meeting Coordination

• Manage calendars and meeting requests for senior leaders, prioritizing based on business needs.
• Schedule complex meetings across multiple time zones and international offices, coordinating closely with internal and external stakeholders.
• Organize materials, agendas, and logistics for recurring and ad hoc meetings, including executive-level and firm-wide events.
• Prepare meeting content with appropriate formatting and professionalism, customized for audience and purpose.
• Use sound judgment to resolve scheduling conflicts and ensure high-level participants are accommodated.
• Leverage AI tools to streamline scheduling, communication, and administrative workflows.

Travel & Logistics Management

• Plan and coordinate domestic and international travel, including creating detailed itineraries and ensuring compliance with required documentation.
• Work closely with offices and external contacts to align travel with meeting and event needs.
• Facilitate smooth execution of client visits and internal meetings across locations.

ABOUT YOU

• At least five years of experience supporting senior executives or high-level professionals, preferably in a law firm or professional services environment.
• Exceptional written and verbal communication skills, with the ability to engage confidently with senior leadership and staff at all levels.
• Proven discretion when handling confidential or sensitive information.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), as well as Forms and Visio.
• Strong research skills, with the ability to conduct thorough and efficient electronic searches.
• Outstanding organizational and multitasking abilities, with strong attention to detail and deadlines.
• Demonstrated ability to make decisions independently and set priorities aligned with business goals.
• High comfort level in high-pressure environments; able to remain calm, composed, and professional under tight deadlines.
• Experience using AI tools for task automation or administrative efficiency is a plus.
• Flexibility to work overtime and adjust schedule as needed.

COMPENSATION & BENEFITS

• Competitive compensation package, with eligibility for performance-based bonuses and annual profit-sharing.
• Comprehensive benefits starting on day one, including medical, dental, vision, life, and disability coverage.
• Generous family leave and support benefits, including adoption and fertility coverage, plus backup child and elder care.
• Access to mental wellness resources, including subscriptions to Talkspace and Calm.
• Annual paid day for community service and a birthday holiday.
• Education reimbursement available annually.
• Continuous professional development supported by a dedicated Talent Development team.

The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.