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. The role involves managing multiple executives, anticipating needs, and ensuring efficient daily operations in a fast‑paced, collaborative environment.

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.