Executive Assistant to Managing Directors
Confidential client
Full Time
California, Palo Alto
Posted 1 week ago
Join the small, collegial team that manages a leading research university’s endowment as its Executive Assistant in Palo Alto. You will partner with two Managing Directors who work in very different ways, one structured and predictable and the other quick-moving, and own the office’s most visible events, from quarterly Board dinners to trustee-level gatherings. It is a calm, professional setting, and the team hopes to have someone in seat for its busy fall season.
Role at a glance
- This is a full-time, hybrid Executive Assistant role in Palo Alto, CA, on site Monday, Tuesday and Thursday and remote Wednesday and Friday.
- The Executive Assistant supports the Managing Director of Operations and the Managing Director of Investment Operations at a university endowment office, with secondary support for their teams, Legal and Finance.
- The Executive Assistant reports to the Human Resources Director.
- Hours are Monday to Friday, 8:00 AM to 5:00 PM, and the position is non-exempt and hourly, with overtime paid at time and a half for evening events.
- Candidates need a bachelor’s degree, 3 to 5 years of Executive Assistant experience and at least 1 to 2 years leading events.
- Peninsula-based candidates are strongly preferred.
- Groupe Insearch is managing this search on behalf of the hiring company.
Paid overtime at time and a half
Full university benefits
Remote Wednesdays and Fridays
Close-knit admin team
Executive Assistant key responsibilities
Executive support
- Own daily calendar and time management for both Managing Directors, resolving conflicts independently and committing their time with good judgment.
- Act as gatekeeper and liaison with internal and external contacts, keeping both Managing Directors informed of everything that needs their attention.
- Coordinate occasional domestic and international travel and process expense reports in line with office and university policy.
- Prepare legal forms and documents for signature, draft Board meeting minutes and help assemble quarterly Board books.
Events and hospitality
- Lead quarterly Board dinners end to end, from private room or on-campus venue to menu and wine selection, service, table settings and noise control.
- Source and plan the annual offsite, including hotel, meals and full logistics.
- Deliver ad hoc high-profile events with senior university leadership and trustees, where polish and precision are non-negotiable.
- Lead the annual holiday party and support other team events alongside the admin group.
Team, Legal and Finance support
- Schedule multi-party meetings and occasional travel for the Managing Directors’ teams, who are largely self-sufficient.
- Provide calendar, meeting and travel support to the Legal team.
- Partner with the Finance lead on vendor contracts, purchase orders, invoices and supplier setup in the university’s financial system.
Office operations
- Oversee facilities requests through the campus ticketing system and coordinate with vendors on office projects.
- Join the Executive Assistant rotation covering the front desk for lunches and breaks.
- Support office moves, new-hire workspace setup, supplies and emergency response logistics.
- Provide backup coverage for fellow administrative team members as needed.