Executive Assistant / Operations Lead for a family office based in SF, Cali at Hire5

San Francisco, California, United States -

Full Time

Start Date

Immediate

Expiry Date

03 May, 26

Salary

0.0

Posted On

02 Feb, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Operations, Scheduling, Communication, Travel Coordination, Logistics Management, Confidentiality, Process Improvement, Vendor Coordination, Calendar Management, Independence, Proactivity, Systems Orientation, AI Tools, Google Workspace, Airtable, Notion

Industry

Real Estate

Description

Founder details will be shared during the interview process in alignment with privacy and confidentiality requirements. A Silicon Valley–based family office supports early-stage investing, operating companies, and personal ventures, and has been recognized as a top early-stage investor. The Executive Assistant provides direct support to the principals across scheduling, communications, travel and logistics, vendor coordination, and day-to-day execution. This role requires excellent judgment, clear and precise communication, and strong calendar and logistics management, along with comfort operating in a high-trust, high-context environment. The Executive Assistant works closely with senior leaders, founders, investors, and their executive assistants, serving as a thoughtful filter and force multiplier for the principals’ time. This is not a traditional EA role. It is designed for someone who wants ownership, complexity, and long-term growth in a fast-moving, execution-focused environment. The principals are serial entrepreneurs and investors with deep experience building and scaling venture-backed companies, including businesses backed by leading Silicon Valley investors. Together, they manage a family office, oversee multiple operating companies, and continue to launch new ventures across technology and healthcare. Responsibilities Business & Operations (≈70%) Manage complex calendars and scheduling with senior stakeholders (investors, fund partners, portfolio founders) Handle professional communication on behalf of Jeni and Kevin Coordinate domestic and international travel Support expense review, categorization, and coordination with bookkeepers Build and maintain operational systems (intake forms, trackers, workflows) Research and book restaurants, meeting spaces, and conference rooms (US & Europe) Maintain strict confidentiality and information hygiene Proactively identify gaps, inefficiencies, and process improvements Personal & Household Operations (≈30%) Coordinate household vendors (housekeeping, plumbers, gardeners, contractors) Manage household logistics and urgent requests Support onboarding and oversight of household staff Help scale household operations as needs grow (e.g. new vendors, childcare support) This role is not a fit if you Want a strictly 9–5 role Prefer narrowly defined EA tasks Need constant direction for standard workflows Are uncomfortable supporting both business and personal operations What We’re Looking For Required 3+ years in operations, Chief of Staff, startup ops, or senior EA roles with real ownership Experience supporting founders, executives, or investors Excellent written and spoken English (accent is fine; clarity is critical) Strong judgment, discretion, and comfort handling sensitive information Highly independent, proactive, and systems-oriented Comfortable juggling business and personal responsibilities Active daily use of AI tools (e.g. ChatGPT, Gemini, DeepSeek, etc.) to work efficiently Tools Google Workspace (required) Ability to quickly learn and use Airtable Familiarity with Notion or similar tools is a plus Working Hours Strong overlap with California (PST time zone) is required. Typical availability between 7am–9pm PST, depending on needs (you may check the time difference via the link). Flexibility required during international travel (short-term Europe coverage). Growth Opportunity This role has no fixed ceiling. Over time, it can grow into broader operations leadership, Chief of Staff–level ownership, or expanded responsibility across new ventures. What we offer: Full-time job. Please note that we won’t consider candidates planning to combine this job with another one. Remote work. You may be located in almost any country, just need a good Internet connection, a computer to work from, and the opportunity to adjust your working schedule for the team. Growth opportunities to learn and grow inside the family business. Salary will be discussed during the interview. Paid in USD. Application deadline: ASAP. Please note that the later you apply - the more intensive your selection process will be, for example, you will have less time for the test assignment, etc. Fill in the application form - attach your CV; Record a Loom video presentation of yourself; Have a Zoom interview with Hire5's recruitment team; Complete a practical test assignment (1.5 h long); Have a quick Zoom interview with 1st founder; Have a quick Zoom interview with the 2nd founder; Get hired!

Responsibilities

The Executive Assistant provides direct support to the principals across scheduling, communications, travel and logistics, vendor coordination, and day-to-day execution. This role involves managing complex calendars, handling professional communication, and building operational systems.