Groupe Insearch
Executive Personal Assistant
Groupe Insearch, San Francisco, California, United States, 94199
Send your resume to info@insearchsf.com with the job ID
COMPANY
Confidential Family Office – San Francisco (Mission District)
POSITION
Executive Personal Assistant ATTRACTIVE FACTORS
Work directly with two kind, grounded principals who value professionalism, warmth, and trust Opportunity to manage diverse responsibilities across family, travel, and property operations Collaborative environment with access to a high-functioning network of family-office professionals (security, aviation, estate management) Role offers autonomy, flexibility, and long-term stability Competitive compensation and the ability to shape processes and systems for a growing household team KEY RESPONSIBILITIES
Administrative & Travel Coordination Manage calendars for both principals, ensuring precision across time zones, travel, and personal commitments Coordinate domestic and international travel (commercial & private), including flights, accommodations, ground transportation, and itineraries Liaise with aviation, security, and family-office teams to synchronize travel and event logistics Maintain detailed itineraries and ensure all travel and meeting data are reflected accurately in shared calendars Property & Project Support Oversee scheduling and vendor coordination for the family’s San Francisco residence and nearby recording-studio property Meet contractors, inspectors, and vendors on-site as needed; monitor household projects and ongoing maintenance Track invoices and payments; process reimbursements and manage small household budgets (3–5 payments per month) Personal & Lifestyle Support Run personal errands (e.g., prescriptions, dry cleaning, household items) Coordinate household vendors (housekeepers, landscapers, pool/hot-tub maintenance) Support event and gathering logistics, including invitations, RSVPs, and guest itineraries Serve as liaison with parents’ EAs, family-office contacts, and the security team for home coordination Occasionally assist with logistics related to the principals’ band travel (no performance booking required) General Administrative Draft, proofread, and edit correspondence and communications on behalf of the principals Maintain discretion and professionalism in all matters involving personal and financial information Collaborate with other Executive Assistants across related households to ensure seamless communication flow Perform other duties as needed to support evolving family priorities and commitments TOP KEYS FOR CLIENT
Highly organized and detail-oriented with an innate sense for anticipating needs Prior experience supporting high-net-worth individuals or family offices strongly preferred Comfortable managing multiple moving parts with limited supervision Excellent written and verbal communicator; polished, warm, and respectful presence Discreet, grounded, and emotionally mature—able to maintain boundaries and confidentiality Resourceful Bay Area-based professional capable of operating autonomously without a formal office Tech-savvy: proficient in Microsoft Office Suite, Google Workspace, and Teams/Zoom Flexible schedule to accommodate family needs, including occasional evenings or weekends
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Executive Personal Assistant ATTRACTIVE FACTORS
Work directly with two kind, grounded principals who value professionalism, warmth, and trust Opportunity to manage diverse responsibilities across family, travel, and property operations Collaborative environment with access to a high-functioning network of family-office professionals (security, aviation, estate management) Role offers autonomy, flexibility, and long-term stability Competitive compensation and the ability to shape processes and systems for a growing household team KEY RESPONSIBILITIES
Administrative & Travel Coordination Manage calendars for both principals, ensuring precision across time zones, travel, and personal commitments Coordinate domestic and international travel (commercial & private), including flights, accommodations, ground transportation, and itineraries Liaise with aviation, security, and family-office teams to synchronize travel and event logistics Maintain detailed itineraries and ensure all travel and meeting data are reflected accurately in shared calendars Property & Project Support Oversee scheduling and vendor coordination for the family’s San Francisco residence and nearby recording-studio property Meet contractors, inspectors, and vendors on-site as needed; monitor household projects and ongoing maintenance Track invoices and payments; process reimbursements and manage small household budgets (3–5 payments per month) Personal & Lifestyle Support Run personal errands (e.g., prescriptions, dry cleaning, household items) Coordinate household vendors (housekeepers, landscapers, pool/hot-tub maintenance) Support event and gathering logistics, including invitations, RSVPs, and guest itineraries Serve as liaison with parents’ EAs, family-office contacts, and the security team for home coordination Occasionally assist with logistics related to the principals’ band travel (no performance booking required) General Administrative Draft, proofread, and edit correspondence and communications on behalf of the principals Maintain discretion and professionalism in all matters involving personal and financial information Collaborate with other Executive Assistants across related households to ensure seamless communication flow Perform other duties as needed to support evolving family priorities and commitments TOP KEYS FOR CLIENT
Highly organized and detail-oriented with an innate sense for anticipating needs Prior experience supporting high-net-worth individuals or family offices strongly preferred Comfortable managing multiple moving parts with limited supervision Excellent written and verbal communicator; polished, warm, and respectful presence Discreet, grounded, and emotionally mature—able to maintain boundaries and confidentiality Resourceful Bay Area-based professional capable of operating autonomously without a formal office Tech-savvy: proficient in Microsoft Office Suite, Google Workspace, and Teams/Zoom Flexible schedule to accommodate family needs, including occasional evenings or weekends
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