Executive Assistant / Operations Lead for a family office based in SF, California (remote)

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<p><br></p><p style="text-align:center;"><span><em>Founder details will be shared during the interview process in alignment with privacy and confidentiality requirements.</em></span></p><p style="text-align:justify;"><span>A <strong>Silicon Valley–based family office</strong> supports early-stage investing, operating companies, and personal ventures, and has been recognized as a <strong>top early-stage investor</strong>. The <strong>Executive Assistant</strong> provides direct support to the principals across <strong>scheduling, communications, travel and logistics, vendor coordination, and day-to-day execution</strong>.</span></p><p style="text-align:justify;"><span>This role requires <strong>excellent judgment</strong>, <strong>clear and precise communication</strong>, and <strong>strong calendar and logistics management</strong>, along with comfort operating in a <strong>high-trust, high-context environment</strong>. The Executive Assistant works closely with <strong>senior leaders, founders, investors, and their executive assistants</strong>, serving as a thoughtful filter and force multiplier for the principals’ time.</span></p><p style="text-align:justify;"><span>This is <strong>not a traditional EA role</strong>. It is designed for someone who wants <strong>ownership, complexity, and long-term growth</strong> in a fast-moving, execution-focused environment.</span></p><p style="text-align:justify;"><span>The principals are <strong>serial entrepreneurs and investors</strong> with deep experience building and scaling venture-backed companies, including businesses backed by leading Silicon Valley investors. Together, they manage a family office, oversee multiple operating companies, and continue to launch new ventures across technology and healthcare.</span></p><h3 style="text-align:justify;"><span><strong>Responsibilities</strong></span></h3><h4 style="text-align:justify;"><span><strong>Business & Operations (≈70%)</strong></span></h4><ul><li><p style="text-align:justify;"><span>Manage complex calendars and scheduling with senior stakeholders (investors, fund partners, portfolio founders)</span></p></li><li><p style="text-align:justify;"><span>Handle professional communication on behalf of Jeni and Kevin</span></p></li><li><p style="text-align:justify;"><span>Coordinate domestic and international travel</span></p></li><li><p style="text-align:justify;"><span>Support expense review, categorization, and coordination with bookkeepers</span></p></li><li><p style="text-align:justify;"><span>Build and maintain operational systems (intake forms, trackers, workflows)</span></p></li><li><p style="text-align:justify;"><span>Research and book restaurants, meeting spaces, and conference rooms (US & Europe)</span></p></li><li><p style="text-align:justify;"><span>Maintain strict confidentiality and information hygiene</span></p></li><li><p style="text-align:justify;"><span>Proactively identify gaps, inefficiencies, and process improvements</span><span style="font-size:11pt;font-family:Arial, sans-serif;color:rgb(0, 0, 0);background-color:transparent;font-weight:400;font-style:normal;font-variant:normal;text-decoration:none;vertical-align:baseline;white-space:pre-wrap;"><br></span></p></li></ul><h4 style="text-align:justify;"><span><strong>Personal & Household Operations (≈30%)</strong></span></h4><ul><li><p style="text-align:justify;"><span>Coordinate household vendors (housekeeping, plumbers, gardeners, contractors)</span></p></li><li><p style="text-align:justify;"><span>Manage household logistics and urgent requests</span></p></li><li><p style="text-align:justify;"><span>Support onboarding and oversight of household staff</span></p></li><li><p style="text-align:justify;"><span>Help scale household operations as needs grow (e.g. new vendors, childcare support)</span></p></li></ul><h3 style="text-align:justify;"><span><strong>This role is not a fit if you</strong></span></h3><ul><li><p style="text-align:justify;"><span>Want a strictly 9–5 role</span></p></li><li><p style="text-align:justify;"><span>Prefer narrowly defined EA tasks</span></p></li><li><p style="text-align:justify;"><span>Need constant direction for standard workflows</span></p></li><li><p style="text-align:justify;"><span>Are uncomfortable supporting both business and personal operations</span></p></li></ul><p></p><h3 style="text-align:justify;"><span><strong>What We’re Looking For</strong></span></h3><p style="text-align:justify;"><span><strong>Required</strong></span></p><ul><li><p style="text-align:justify;"><span>3+ years in operations, Chief of Staff, startup ops, or senior EA roles with real ownership</span></p></li><li><p style="text-align:justify;"><span>Experience supporting founders, executives, or investors</span></p></li><li><p style="text-align:justify;"><span>Excellent written and spoken English (accent is fine; clarity is critical)</span></p></li><li><p style="text-align:justify;"><span>Strong judgment, discretion, and comfort handling sensitive information</span></p></li><li><p style="text-align:justify;"><span>Highly independent, proactive, and systems-oriented</span></p></li><li><p style="text-align:justify;"><span>Comfortable juggling business and personal responsibilities</span></p></li><li><p style="text-align:justify;"><span>Active daily use of AI tools (e.g. ChatGPT, Gemini, DeepSeek, etc.) to work efficiently</span><span style="font-size:11pt;font-family:Arial, sans-serif;color:rgb(0, 0, 0);background-color:transparent;font-weight:400;font-style:normal;font-variant:normal;text-decoration:none;vertical-align:baseline;white-space:pre-wrap;"><br><br></span></p></li></ul><p style="text-align:justify;"><span><strong>Tools</strong></span></p><ul><li><p style="text-align:justify;"><span>Google Workspace (required)</span></p></li><li><p style="text-align:justify;"><span>Ability to quickly learn and use Airtable</span></p></li><li><p style="text-align:justify;"><span>Familiarity with Notion or similar tools is a plus</span></p></li></ul><h3 style="text-align:justify;"><span><strong>Working Hours</strong></span></h3><p style="text-align:justify;"><span>Strong <strong>overlap with California (PST time zone) is</strong> <strong>required.</strong> Typical availability between <strong>7am–9pm PST</strong>, depending on needs (</span><a target="_blank" href="https://www.timeanddate.com/worldclock/converter.html?iso=20260202T150000&p1=224&p2=155&p3=41&p4=233&p5=262&p6=370&p7=382"><span>you may check the time difference via the link</span></a><span>). Flexibility required during international travel (short-term Europe coverage). </span></p><h3 style="text-align:justify;"><span><strong>Growth Opportunity</strong></span></h3><p style="text-align:justify;"><span>This role has <strong>no fixed ceiling</strong>. Over time, it can grow into broader operations leadership, Chief of Staff–level ownership, or expanded responsibility across new ventures.</span></p><h3><span><strong>What we offer:</strong></span></h3><ul><li><p><span>Full-time job. Please note that we won’t consider candidates planning to combine this job with another one.</span></p></li><li><p><span>Remote work. You may be located in almost any country, just need a good Internet connection, a computer to work from, and the opportunity to adjust your working schedule for the team.</span></p></li><li><p><span>Growth opportunities to learn and grow inside the family business.</span></p></li><li><p><span>Salary will be discussed during the interview. Paid in USD.</span></p></li></ul><p><br></p><p><span><strong>Application deadline: ASAP.</strong></span><br></p><p><span><em>Please note that the later you apply - the more intensive your selection process will be, for example, you will have less time for the test assignment, etc.</em></span></p><p></p><ol><li><p><span><em>Fill in the application form - attach your CV;</em></span></p></li><li><p><span><em>Record a Loom video presentation of yourself;</em></span></p></li><li><p><span><em>Have a Zoom interview with Hire5's recruitment team;</em></span></p></li><li><p><span><em>Complete a practical test assignment (1.5 h long);</em></span></p></li><li><p><span><em>Have a quick Zoom interview with 1st founder;</em></span></p></li><li><p><span><em>Have a quick Zoom interview with the 2nd founder;</em></span></p></li><li><p><span><em>Get hired!</em></span></p></li></ol>

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...