Executive Assistant (Household and Business Operations)

We're looking for a seasoned Executive Assistant and Family Chief of Staff who can seamlessly manage the full spectrum of business operations, executive support, financial coordination, household management, and family logistics for a principal running a private equity firm and raising a young family in California.

This is not an entry-level EA role and it is not a single-function support position. You will be the central operational partner across every aspect of the principal's professional and personal life. You bring deep experience across all of it: executive support, admin and financial organization, household management, travel, family operations, and relationship management. You do not need to be trained on the basics. You arrive ready to own.

Availability expectations are high. This role requires someone who is comfortable being reachable outside of standard hours when the situation calls for it.

Why You'll Want to Join

• You will be paid in USD (bi-monthly: every 15th and 30th)
• Paid Time Off in accordance with company policy
• Observance of Holidays per company guidelines
• 100% remote setup so you can work wherever you're most productive
• Direct access to a principal who moves fast, trusts deeply, and does not micromanage
• Long-term role with real ownership and room to grow as the firm and household scale

What You'll Work On

Business and Executive Support

• Manage calendars, inboxes, meetings, and communications on behalf of the principal across all firm activities
• Coordinate with investors, operators, attorneys, accountants, consultants, and external partners
• Draft correspondence, prepare meeting materials, and track follow-ups across business units and project workstreams
• Maintain organized digital files including investment memos, NDAs, contracts, and diligence materials
• Oversee and coordinate a part-time remote assistant to increase execution capacity on recurring workflows

Financial and Administrative Coordination

• Reconcile receipts and manage expense tracking across platforms such as Amex, QuickBooks, Expensify, or Ramp
• Prepare documents for tax filings, estimated payments, and financial coordination with accountants and attorneys
• Manage vendor billing, pricing negotiations, and service provider coordination
• Maintain financial organization systems that give the principal clear visibility without requiring their direct involvement

Travel Planning and Coordination

• Research and book flights, hotels, car rentals, and activities for both business and family travel
• Build detailed itineraries and share with all relevant parties well in advance
• Coordinate travel logistics including packing lists, baby gear, schedules, and nanny coordination
• Own the full preparation process for every trip so nothing is missing and nothing is a surprise

Household and Family Operations

• Oversee home operations including maintenance schedules, household inventories, and vendor contracts
• Manage household supply inventory and proactively restock essentials
• Coordinate childcare logistics, family appointments, and scheduling across medical, household, and personal categories
• Source and evaluate family support resources including nannies, educational experts, and health professionals as needed
• Own complex returns, customer service resolutions, and vendor follow-ups from first contact to confirmed close
• Maintain organized systems for subscriptions, services, key contacts, and important dates

Event and Social Coordination

• Plan and execute events end-to-end including personal, family, and corporate gatherings
• Handle venue research, reservations, transportation, custom orders, catering, and group communications
• Manage RSVPs and ensure every attendee has what they need ahead of time
• Coordinate gifting, celebrations, and milestone recognition across family and business relationships

Research and Project Ownership

• Research schools, childcare programs, insurance plans, home services, and other family or firm needs
• Compile findings into clear, actionable summaries with a point of view, not just raw data
• Take on discrete ad hoc projects end-to-end and bring options and recommendations
• Maintain a relationship index of key family, personal, and business contacts including last contact dates and proactive reconnection points

AI and Tool Fluency

• Use Claude, ChatGPT, and other AI tools for research, drafting, planning, and problem-solving
• Build and manage light automations using Zapier, Notion, or Google Apps Script
• Maintain organized systems across Notion, Google Workspace, and Microsoft Office
• Identify and implement productivity tools that reduce manual overhead across recurring workflows

What You Bring

• 5+ years of experience in a senior executive assistant, chief of staff, family office, or private household management role
• Proven track record supporting a principal across both business operations and personal or family life simultaneously
• Hands-on experience with financial coordination including expense tracking, vendor billing, and document preparation for accounting and legal
• Strong background in household and family operations including vendor management, childcare coordination, and home logistics
• Ownership mindset: you see what needs to happen, you handle it, and you confirm it is done
• Strong judgment about when to make a call independently and when to check in
• Excellent written and verbal communication across professional and personal contexts
• Fluency with AI tools including Claude or ChatGPT as a natural part of your daily workflow
• Proficiency in Notion, Google Workspace, and Microsoft Office
• Comfort making phone calls, negotiating with vendors, and managing logistics under pressure
• High level of discretion, reliability, and attention to detail
• Genuine comfort with high availability expectations including responsiveness outside standard hours

Nice to Have

• Familiarity with private equity, finance, or professional services environments
• Experience managing or coordinating household staff including nannies or property managers
• Background in high-touch travel coordination or event planning
• Experience building light automations or operational systems using Zapier or similar tools

How to Apply

Please include:

1. Your updated resume
2. A short Loom video (1 to 2 minutes) walking through how you have managed a complex, multi-part logistics or operations challenge that spanned both professional and personal or household responsibilities — pick a real example and walk us through what you owned, how you approached it, and what the outcome was

Only candidates who submit a Loom video will be moved to the next step of the hiring process.

If you are a seasoned operator who has done this work at a high level, takes full ownership across business and family life, and wants a long-term role where your judgment is trusted and your impact is visible every single day, this role was built for you.

Application Process Overview

Our comprehensive selection process ensures we find the right fit for both you and our clients:

1. Initial Application - Submit your application and complete our prequalifying questions
2. Video Introduction - Record an video introduction to showcase your communication skills and work experience
3. Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable)
4. Recruitment Interview - Initial screening with our talent team
5. Executive Interview - Meet with senior leadership to discuss role alignment
6. Client Interview - Final interview with the client team you'd be supporting
7. Background & Reference Check - Professional reference verification
8. Job Offer - Successful candidates receive a formal offer to join the team

Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations. We'll keep you informed throughout the process and provide feedback at each step.