Office Assistant / Executive Assistant

A confidential family office is seeking a highly capable and proactive Office Assistant / Executive Assistant to join their Menlo Park, CA team. The firm manages the family’s assets, philanthropy, and personal affairs with investments across technology, life sciences, financials, sports, and real estate. This role is ideal for an organized, detail-oriented professional who thrives in a dynamic environment and can seamlessly support both office operations and executive-level administrative needs.

***This is a full-time, in-office role located in Menlo Park, CA (5 days a week).

Key Responsibilities:
- Serve as the first point of contact for visitors, clients, and vendors, maintaining a professional and welcoming office environment.
- Manage day-to-day office operations including mail, deliveries, supplies, snacks, and equipment.
- Support travel arrangements, calendar management, and scheduling for team members.
- Coordinate internal and external meetings and assist with event planning, including company gatherings and special projects.
- Prepare expense reports, reimbursements, and maintain contact lists and internal databases.
- Partner with building management and vendors for maintenance, repairs, and office-related needs.
- Handle confidential matters with discretion, representing family members and the office professionally.
- Assist with ad hoc administrative tasks, filing, document management, and AI or tech tool implementation.
- Support personal assistant tasks for family members as needed, maintaining discretion and professionalism.
- Anticipate needs and proactively support the team to ensure smooth office operations.

Qualifications:
- Bachelor’s degree required.
- 2–7+ years of experience in office or executive support, preferably in fast-paced or high-profile environments.
- Outstanding organizational, time management, and multitasking abilities.
- Excellent verbal and written communication skills.
- Technologically proficient with Google Suite, Microsoft Office, AI tools, and other relevant platforms.
- Strong interpersonal skills with the ability to interact confidently with executives, family members, and high-profile contacts.
- Highly dependable, proactive, and flexible with a solution-oriented mindset.
- Ability to maintain confidentiality, discretion, and professionalism under pressure.

Compensation & Benefits:
$120,000 – 150,000, based on experience
Performance-based annual bonus potential.
Comprehensive benefits including medical, dental, vision, 401(k), commuter and wellness benefits.
Annual charitable gift program.