Note: The job is a remote job and is open to candidates in USA. Insight Global is presenting an opportunity with a San Francisco-based family office seeking an Executive Assistant & Administrative Coordinator. The role provides administrative support through calendar management, scheduling, travel coordination, meeting logistics, documentation, data management, philanthropy-related initiatives, and operational project coordination.
Responsibilities
- Manage complex calendars and scheduling across multiple stakeholders
- Coordinate internal and external meetings, ensuring appropriate attendees, timing, and logistics
- Prioritize and manage competing meeting requests and calendar changes
- Schedule appointments, events, and recurring meetings while resolving scheduling conflicts
- Prepare calendar invitations with agendas, meeting materials, and supporting documentation
- Coordinate domestic travel arrangements, including flights, hotels, transportation, and itinerary preparation
- Track action items, deadlines, and follow-ups to ensure timely completion
- Provide general administrative support, document preparation, and correspondence assistance
- Maintain organized digital files, records, and shared resources
- Assist with planning and coordinating meetings, events, and special projects
- Support project tracking, status updates, and follow-up communications
- Coordinate with internal and external stakeholders to gather information and keep initiatives moving forward
- Help organize documentation and maintain project-related records
- Organize and maintain electronic files and shared drives
- Assist with document collection, record management, and information organization
- Support philanthropy-related documentation and database initiatives
- Maintain accurate records and ensure information is current and easily accessible
- Assist with Salesforce data entry, updates, and data quality efforts
- Provide occasional onsite support for meetings and events in the San Francisco area
- Assist with event logistics, setup, guest coordination, and post-event follow-up
- Coordinate meeting materials, supplies, and other event-related needs
Skills
- • 3+ years of experience in an Executive Assistant, Administrative Assistant, Office Coordinator, or similar support role
- • Strong experience managing calendars and coordinating complex schedules
- • Experience arranging travel and handling meeting logistics
- • Exceptional organizational skills and attention to detail
- • Ability to manage multiple priorities and adapt to changing needs
- • Strong written and verbal communication skills
- • Proficiency with Microsoft Office, Google Workspace, and calendar management tools
- • Ability to work independently while maintaining a high level of responsiveness and professionalism
- • Naturally organized and highly detail-oriented
- • Enjoys coordinating schedules, logistics, and administrative processes
- • Anticipates needs and proactively solves problems
- • Thrives in a fast-paced environment with shifting priorities
- • Professional, dependable, and comfortable supporting senior stakeholders
- • Takes ownership of tasks and follows through consistently
- • Experience with Salesforce or other CRM systems is a plus
Benefits
- Primarily remote for Northern California-based candidates, with occasional onsite support as needed
Company Overview
Company H1B Sponsorship