Remote Executive Assistant to the Managing Director of Research

Remote, but within commutable distance from San Francisco

$100-$120k

I am working with a global strategic advisory firm looking for an Executive Assistant to work remotely, supporting the MD of Research. You will be within commutable distance to San Francisco, in order to meet with him regularly.

You will provide key administrative, business and personal support to the Managing Director and candidates should have a minimum of 2+ years’ experience supporting at C- Suite/Board/CEO level.

The Role

• Diary, inbox, and travel management
  • Travel management: The MD travels frequently. His travel can change very quickly. This requires an EA who is contactable out of hours including weekends.
  • Extensive diary management: The MD’s diary changes constantly and quickly. A strategic approach to managing the MD’s time and attention to detail in Outlook calendar are paramount.
  • Ensure any information needed prior to meetings is collected, summarized, and communicated
  • Manage and prioritize MD’s inbox
  • Daily updates of Timesheets.

o         Minute taking and drafting

• • Proactively capture key insights by taking accurate, real-time notes during executive calls, meetings, and strategy sessions.
  • Confidently translate unstructured discussions into clarity, turning complex ideas into clear, well- structured communication that moves work forward.
  • Seamlessly draft impactful correspondence, from client emails to team updates and executive memos.
  • Integrate seamlessly with AI-powered workflows, leveraging tools like ChatGPT projects to draft, organize, and enhance executive communications with speed and accuracy.

o         Personal and Family Support

• • Organize personal appointments (health / fitness / occasional property maintenance) and events.
  • File and keep record of charitable donations.
  • Maintain a well-structured and accurate electronic file of all personal information and documents.

o         Other

• • Manage and file all company expenses and credit card receipts in multiple currencies.
  • Manage admin relating to MD’s clients such as client onboarding, client budgets and client contracts ensuring documents are completed in a timely manner and filed in the appropriate location on SharePoint.
  • Maintain list of MD’s actions and those he has assigned to others following up to ensure completed by

deadline and that the MD is kept updated on progress.

• • Manage and update the MD’s contact list proactively monitoring engagement with key stakeholders, referrers and clients.
  • Produce accurate & well formatted documents.
  • Be available outside of West Coast working hours when the MD is in a different time zone for last minute diary and travel management.