Senior Executive Assistant

Orion•San Francisco, CA

17h•Hybrid

About The Position

The Senior Executive Assistant provides high-level administrative support to multiple leaders and manages administrative tasks and issues, including scheduling, planning, and facilitating meetings. The role is anticipated to be hybrid, with three or more days per week required onsite at one of the listed office locations. Candidates should live within commuting distance of an office. Work location may change based on business needs. The position supports executive calendars, meetings, complex travel, correspondence, records, presentations, projects, events, office operations, vendors, and facilities. It also serves as a professional point of contact for inquiries on behalf of supported leaders and builds relationships with internal and external stakeholders.

Requirements

At least three years of experience as an executive assistant or in a comparable administrative support role.
Experience managing complex calendars and email inboxes for multiple executives.
High discretion when handling sensitive information.
Strong written, verbal, and listening skills, with comfort interacting with stakeholders at all levels.
Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
Ability to manage competing priorities and meet deadlines with urgency.
Ability to work effectively independently and as part of a team, and to build relationships across functions.
Prior experience planning and coordinating event logistics.
Sound judgment to anticipate needs and resolve issues proactively.
Ability to own and manage stakeholder relationships directly and work effectively with people at all organizational levels.

Nice To Haves

Experience supporting senior- or executive-level leaders.
Experience in financial services or a similarly regulated industry.
Experience with AI, CRM, or scheduling platforms.

Responsibilities

Manage executive calendars, resolve scheduling conflicts, and prioritize events based on business needs.
Coordinate recurring and ad hoc meetings for executives and their teams.
Arrange complex domestic and international travel, including airfare, hotels, ground transportation, and itineraries.
Register executives for conferences, professional development events, and external engagements.
Maintain contact lists and distribution groups for supported leaders.
Provide administrative support by creating presentations, spreadsheets, and reports, and handling printing, binding, filing, data entry, and mail distribution.
Help leaders and teams prepare materials for key meetings, client engagements, and business reviews.
Finalize deliverables for internal or external stakeholders, including proposals, summaries, and correspondence.
Input and maintain data in relevant systems, such as CRM and scheduling tools, as directed.
Maintain organized and current electronic and physical records for supported leaders and teams.
Coordinate client and employee recognition gestures, such as cards, gifts, and flowers.
Support special projects and cross-functional initiatives as assigned.
Plan and coordinate team meetings, all-hands sessions, team-building events, and offsites.
Manage logistics for in-person and virtual meetings, including accommodations, participants, and catering.
Support preparation and coordination of board-level or committee meetings, as applicable.
Monitor and order office and kitchen supplies and other consumables, and help maintain common areas.
Manage vendor relationships and expenses, including shipping carriers, office equipment providers, facilities services, and catering.
Evaluate vendor relationships and costs periodically, and recommend and onboard new vendors when appropriate.
Liaise with building facilities management and external service providers to maintain appropriate standards.
Coordinate with facilities management to support local office needs.
Handle inbound calls, emails, and inquiries on behalf of supported leaders, including triaging, responding, and following up as appropriate.
Draft, proofread, and send correspondence on behalf of supported leaders as directed.
Build and maintain positive relationships with internal stakeholders, external partners, and clients at all organizational levels.