Part-time Personal Assistant & Investment & Charitable Operations Coordinator

Private family in the Bay Area seeks an experienced, motivated, and highly organized Personal Assistant & Investment & Charitable Operations Coordinator to provide part-time (30-40 hours/week) hybrid support, based both remotely and onsite. The Assistant will work closely with the Principal and existing Executive Assistant to ensure seamless personal, household, and investment operations.

This role focuses on personal life management, household coordination, investment tracking, and philanthropic administration. The ideal candidate is proactive, warm, and service-oriented, with a naturally positive energy and strong sense of initiative. They should demonstrate excellent communication, emotional intelligence, and the ability to anticipate needs in a dynamic family office setting. A strong background in real estate, investment coordination, or property operations is highly preferred. The ideal candidate will also demonstrate exceptional follow-through, the ability to independently manage complex global travel logistics, and a proactive, solutions-oriented mindset. The role offers flexibility while maintaining structure and accountability, and is best suited for someone who thrives in a high-trust, fast-paced, and evolving environment.

Job responsibilities include, but are not limited to:

• Provide personal and household support to the Principal, coordinating personal calendars and syncing with the EA to avoid conflicts

• Manage household vendors, contractors, maintenance schedules, and utility coordination

• Oversee personal errands, purchases, gifting, and day-to-day lifestyle logistics

• Plan and coordinate domestic and international travel, including research, reservations, and itineraries, with an emphasis on independently managing complex, multi-leg global travel, visa requirements, and time zone logistics

• Maintain organized filing systems for investment-related documentation (real estate, multifamily, mixed-use, leases, K-1s, loan docs, etc.)

• Track capital flows, including capital calls, distributions, and upcoming obligations

• Liaise with financial professionals such as brokers, CPAs, attorneys, and bankers to prepare and process relevant documentation

• Summarize monthly financial and investment reports, providing concise dashboards and liquidity snapshots

• Coordinate philanthropic paperwork and contributions, including donor-advised fund activity and charitable giving records

• Support special projects such as renovations, events, or property-related initiatives

• Work hand-in-hand with the EA to ensure complementary—not overlapping—support across personal and professional domains

• Maintain absolute confidentiality and professionalism in all matters

• Proactively track tasks, follow up without prompting, and ensure all projects and responsibilities are seen through to completion with strong attention to detail

• Additional Personal Assistant and Investment Operations coordination duties as requested

Requirements:

• Fluent in English with exceptional written, verbal, phone, and email communication skills

• Minimum of 5+ years of experience as a Personal Assistant, Real Estate Coordinator, or Family Office Administrator

• Strong real estate or property management experience required; experience in commercial real estate or investment operations a plus

• Excellent references required from both current and previous employers

• Experience coordinating investment or charitable operations strongly preferred

• Highly organized, analytical, and detail-oriented with the ability to manage multiple projects simultaneously

• Proficiency in Google Workspace, Microsoft Office, and ideally Airtable or Notion

• Demonstrated experience coordinating complex international travel independently, including multi-leg itineraries and logistics across time zones

• Strong track record of proactive follow-through, with the ability to anticipate needs, close loops, and ensure nothing falls through the cracks

• Comfort and fluency using AI tools (such as Claude or similar platforms) to increase efficiency across scheduling, communication, research, and task management

• Comfortable working in both structured and fluid environments; flexible with evolving priorities

• Professional, discreet, and trustworthy with the ability to manage sensitive personal and financial information

• Outstanding problem solver; resourceful, proactive, and self-directed with a “no task too small” mindset

• Strong understanding of calendar and travel coordination, both domestic and international

• High emotional intelligence and ability to build rapport easily with principals, vendors, and professional partners

• Collaborative team player who works well alongside an existing Executive Assistant

• Valid driver’s license and reliable transportation

• Authorized to work within the United States without sponsorship or restrictions

Compensation: $30–$50 per hour, DOE; All compensation offers are Dependent On Experience, References, and results of a Federal Background Check

Benefits: Discretionary performance-based bonuses; flexible scheduling; paid holidays and PTO structure to be discussed; opportunity for long-term growth into a full-time salaried role as the family office expands.