Executive Assistant

Maven Recruiting Group•San Francisco, CA

5d•Hybrid

About The Position

An established and highly regarded finance firm is looking for an exceptional Executive Assistant to join its Marketing team in San Francisco. This is an exciting opportunity for an EA who enjoys being at the center of a busy, collaborative team and wants to bring organization, structure, and exceptional execution to a fast-moving environment. You’ll provide high-level administrative support to senior members of the Marketing team while helping keep broader team priorities, meetings, travel, and projects moving forward. The ideal candidate is proactive, detail-oriented, and comfortable balancing traditional executive support with the coordination needed to keep a dynamic marketing function operating seamlessly.

Requirements

Experienced providing Executive Assistant or high-level administrative support within a fast-paced professional environment.
Highly organized and able to confidently manage multiple executives, priorities, and deadlines.
Proactive and resourceful with a natural ability to anticipate needs.
Strong written and verbal communicator who can interact comfortably with senior executives and external stakeholders.
Detail-oriented with excellent follow-through and sound judgment.
Comfortable working within a collaborative, team-oriented environment.
Able to pivot quickly as priorities evolve while maintaining accuracy and professionalism.

Nice To Haves

Experience within financial services, investment management, professional services, or a similarly sophisticated corporate environment is a plus.

Responsibilities

Manage complex calendars for senior members of the Marketing team, coordinating internal and external meetings across competing priorities.
Proactively manage scheduling changes, resolve conflicts, and ensure executives are prepared for upcoming meetings and commitments.
Coordinate domestic and international travel, including flights, accommodations, ground transportation, itineraries, and last-minute changes.
Prepare and process expense reports, invoices, and other administrative documentation accurately and on time.
Support the Marketing team with meeting coordination, agendas, materials, presentations, and follow-up items.
Help organize team meetings, offsites, conferences, events, and other marketing-related initiatives.
Partner closely with internal teams and external contacts to coordinate schedules, meetings, deliverables, and logistics.
Assist with special projects and broader team initiatives, helping keep timelines, priorities, and moving pieces organized.
Maintain important documents, team resources, contact information, and other administrative materials.
Anticipate the needs of executives and the broader Marketing team, proactively identifying ways to improve organization and efficiency.
Serve as a reliable point of contact across the firm, communicating with professionalism and discretion at all times.