Our Current Openings

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Executive Assistant – Oakland

Position: Executive Assistant
Reports to: CEO
Location: Oakland, CA
Salary: Highly Competitive

Overview

Reporting to the Senior Executive Assistant & Board Liaison, the Executive Assistant will be an organized and highly motivated professional providing wrap-around support in the CEO’s day-to-day schedule. The Executive Assistant will be responsible for a range of critical tasks, including (i) ensuring the effective and efficient functioning of the CEO desk; and (ii) coordinating the administrative and logistical requirements for the CEO, including meetings, engagements, interactions, and travel; (iii) serving as a project coordinator across key initiatives that are integral to advancing XQs organizational strategy and mission. This position demands a professional mindset and exceptional communication skills across all channels. The role calls for a deep understanding of leadership-level nuances and unwavering discretion in all job aspects. As the assistant to the CEO and a pillar of confidence in the organization, help maintain organizational standards, promoting safety and well-being. The overarching goal is collaborating with the Senior Executive Assistant to offer the CEO reliable support –a frictionless experience in all engagements.

Key Responsibilities

Briefings and meeting preparation

Workflow management

Manage key administrative and information management systems

Project management

Participate in key events and activities

Skills and Characteristics

● A confident contributor and positive collaborator with a consistent spirit of partnership and productive problem-solving
● “Self-starter” willingness to take initiative and works well both independently and collaboratively
● Ability to adapt to challenges and opportunities with a solutions-oriented, positive perspective
● Discernment to identify and resolve inefficiencies and a proactive sense of urgency in creating solutions
● Exceptional interpersonal skills; ability to develop relationships with a wide range of individuals and proven ability to collaborate with a diverse, multi-functional team
● Meticulously organized and detailed, with a keen eye and careful attention to detail with follow-through of short-term and long-term tasks
● Proven experience with executing against goals on time and to high standards of excellence
● Strong work ethic and independence, with a high degree of motivation to collaborate, learn, and iterate
● Ability to communicate effectively and in a timely manner, both verbally and in writing, with colleagues, vendors, consultants, partners, and XQ audiences
● Flexibility and willingness to perform other tasks as assigned and to learn, grow, and stretch
● Mission-oriented commitment to understanding and articulating the mission, programs, and activities

Qualifications

● 5+ years of experience in an executive support position
● Superior project management skills, a keen eye, and attention to detail
● Excellent written and oral communication skills
● Bachelor’s degree
● Desire to work in a lively, rapidly changing environment with a diverse team that often collaborates fluidly across projects
● Ability to travel up to 30% of the time (following pandemic-safe protocols and per employee comfort)

Executive Assistant – San Francisco (Presidio)

Position: Executive Assistant
Reports to: CFO/COO/CCO
Location: San Francisco, CA
Salary: $150k base plus excellent benefits and bonus

Key Responsibilities

Executive Assistant:

  • Provide administrative support to the two Founding Partners and the Head of Investor Relations, including calendar management, scheduling meetings, and drafting correspondence.
  • Act as a liaison between the Executives and internal departments, as well as external partners.
  • Fully own, manage, and maintain executive calendars, including scheduling multi-party meetings across time zones.
  • Coordinate complex domestic and international travel arrangements, including flights, hotels, meals, and car services for executives.
  • Track and reconcile travel and expense receipts, ensuring timely report submission.
  • Support event planning for team off-sites and quarterly meetings, managing logistics, vendor coordination, and day-of event support.
  • Manage office conference room setup, providing technical and AV support when needed.
  • Assist with preparing materials for business meetings and manage related logistics such as catering and travel arrangements.
  • Act as a back-up to the Office Coordinator and support visiting executives from global offices.
  • Handle highly confidential and sensitive information with utmost discretion.
  • Assist with special project-based work for the firm as requested.

Personal Assistant:

  • Coordinate and manage personal tasks for one of the Founding Partners (FP) and his family, including interfacing with various members of the family support staff.
  • Manage, coordinate and oversee personal calendars, regularly corresponding with the wife’s team to ensure no conflicts arise.
  • Prepare and distribute holiday communications, cards, and e-cards on behalf of the FP and his family.
  • Assist with travel plans for the FP, family members, and special guests.
  • Assist with planning family events and managing personal properties.

Qualifications & Preferred Skills:

  • Education & Experience:
    • Bachelor’s degree required.
    • Minimum of 5 years of experience supporting C-level executives, preferably in venture capital, private equity, hedge funds, or finance.
  • Core Competencies:
    • Exceptional organizational skills with a keen attention to detail and the ability to multitask and prioritize in a fast-paced environment.
    • Advanced proficiency with Microsoft Office applications (Word, Excel, PowerPoint, OneNote, Teams and Outlook).
    • Strong written and verbal communication skills, with an ability to proofread and edit documents.
    • Demonstrated ability to manage complex global travel arrangements and coordinate logistics for events and meetings.
    • Proven ability to handle sensitive information with discretion, professionalism, and integrity.
  • Key Traits:
    • Proactive, self-starter with a strong sense of ownership and initiative.
    • Confidence to work independently with minimal supervision, while also being a collaborative team player.
    • Ability to think strategically, critically, and creatively when solving problems or managing tasks.
    • Flexible to support executives across different time zones and adaptable to shifting priorities in high-pressure situations.
    • High ethical standards, operating with humility, thoughtfulness, and honesty.
  • Additional Skills:
    • Experience with CRM systems for managing contacts and client information.
    • Familiarity with global office environments and remote team collaboration.
    • Ability to represent senior executives with professionalism and integrity, ensuring an excellent level of service to high-level individuals.
    • Eagerness to learn, curiosity to ask questions, and a desire for continuous improvement.

Benefits:

  • Competitive salary and benefits package.
  • 401(k) plan with company match.
  • Daily lunches provided
  • Fully stocked kitchen with snacks and beverages.
  • Free parking.
  • Opportunity to work closely with senior leaders in a dynamic, rising investment firm.