Administrative Assistant Job at Career Group in San Francisco

Base pay range

$120,000.00/yr - $145,000.00/yr

Job Title: Administrative Assistant

Location: Peninsula, CA (Hybrid: 4 days onsite / 1 remote)

Salary: $120,000 – $145,000 + bonus and benefits

A premier private equity firm on the Peninsula is seeking a poised and experienced Administrative Assistant to provide seamless support to a team of investment professionals. This individual will work closely with 4–5 team members—primarily mid-level executives, including one to two senior leaders and two associates—serving as a reliable and polished team administrator in a fast-paced, collaborative environment.

The ideal candidate has 5+ years of administrative experience within financial services, ideally in private equity, investment banking, or a related professional services environment. They should bring a professional yet approachable demeanor, a strong sense of teamwork, and the ability to anticipate needs and manage competing priorities with ease.

Key Responsibilities

Administrative Support

• Provide comprehensive support to multiple executives, managing complex calendars and scheduling across multiple time zones.
• Coordinate detailed domestic and international travel itineraries, including flights, hotels, and logistics.
• Process and reconcile expense reports accurately and efficiently.
• Support document preparation, meeting logistics, and follow-up to ensure smooth daily operations.

Team & Office Coordination

• Act as a trusted liaison between team members, internal departments, and external partners.
• Manage meeting coordination, conference calls, and team events, ensuring all details are handled with precision.
• Maintain strong communication across the team, ensuring alignment on priorities and deadlines.
• Provide backup support to other administrative staff when needed, fostering a collaborative team dynamic.

Professional Presence & Execution

• Represent the firm with polish and discretion in all communications and interactions.
• Uphold a high standard of organization, accuracy, and professionalism in all administrative deliverables.
• Exhibit flexibility and a “no task too big or too small” mindset in supporting the team’s success.

Qualifications

• 5+ years of administrative or executive support experience, ideally within financial services (private equity, venture capital, or investment banking preferred).
• Proven ability to manage multiple priorities and support several professionals simultaneously.
• Exceptional organizational and time management skills with strong attention to detail.
• High emotional intelligence and professionalism, with the ability to build strong working relationships at all levels.
• Proficiency in Microsoft Office and Google Workspace; experience with Concur or similar systems a plus.
• Strong written and verbal communication skills.
• Collaborative, proactive, and adaptable with a team-oriented mindset.
• Professional yet approachable, with a genuine interest in contributing to a positive and supportive firm culture.

We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance.