Senior Administrative Assistant

Carmel Partners•San Francisco, CA

4d•$50 - $53

About The Position

The Senior Administrative Assistant provides high-quality administrative support to multiple senior leaders and their teams, ensuring efficient day-to-day operations and effective coordination of priorities and schedules. This position plays a key role in managing complex calendars, coordinating meetings, and supporting administrative workflows that enable leaders and teams to operate at a high level. This position requires strong organizational and execution skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The Senior Administrative Assistant coordinates executive calendaring, travel, and expense management; supports internal and external meetings by scheduling, developing agendas, and documenting them; and contributes to team reporting and operational processes. The role partners cross-functionally to drive operational consistency and support both office-level and company-wide initiatives.

Requirements

3–5+ years of administrative experience supporting multiple leaders
Exceptional organizational and time management skills
Proven ability to proactively manage calendars, meetings, and administrative workflows
Experience supporting meeting logistics, including agenda preparation, note-taking, and action item tracking
Advanced proficiency in Excel and the Microsoft Office Suite (Outlook, Word, PowerPoint)
Experience with expense management and scheduling tools (e.g., Concur, Zoom, MS Teams)
Strong written and verbal communication skills
High level of professionalism, discretion, and attention to detail
Ability to work effectively in a team-oriented administrative model and provide cross-coverage as needed

Nice To Haves

Bachelor’s degree preferred
Experience in real estate, private equity, professional services, or a related industry is preferred
Experience with Canva or similar design tools a plus
Notary Public preferred; may be required to obtain upon hire

Responsibilities

Proactively manage and optimize complex calendars, prioritizing meetings and resolving conflicts
Manage executive and team/department calendars
Coordinate and execute a high volume of meetings across multiple stakeholders and time zones, including scheduling, logistics, preparation, and onsite execution (room setup, materials, catering, and cleanup)
Develop and distribute agendas and pre-read materials
Assist in preparing and formatting presentations, reports, and meeting materials
Attend meetings to capture notes, document decisions, and track action items
Prepare, submit, and track expense reports in a timely and accurate manner
Coordinate travel arrangements, including itineraries and logistics
Plan and coordinate team off-sites, departmental events, and regional meetings
Maintain organized digital and physical filing systems in compliance with company standards
Partner with administrative team members to ensure seamless support and cross-coverage, including front desk support
Serve as a professional point of contact for internal and external stakeholders
Communicate with clarity, professionalism, and a high level of responsiveness
Maintain strict confidentiality and exercise sound judgment in handling sensitive information
Adapt to and leverage evolving technologies, including enterprise AI tools