About the job
About the Client:
A law professor is seeking an experienced, tech-savvy, and proactive executive assistant to support him with personal, professional, and academic responsibilities. The role is part-time (up to 18-20 hours/week, with occasional variability) and requires remote work with in-person availability once a week at his home office in Berkeley.
The client is wonderful, kind, appreciative, and easy to work with, creating a positive and supportive working environment. He also has a great sense of humor, which makes collaborating with him enjoyable and engaging. This is truly a dream part-time job for anyone looking to contribute meaningfully while enjoying a flexible schedule. Additionally, this role provides a unique opportunity to learn a lot about real estate, property management, and development.
Schedule:Thursday on-site; Monday, Tuesday, Wednesday, Friday remote = 20 hours per week
Key Responsibilities:
A. Personal Assistance:
1. Manage the personal calendar, appointments, and family-related tasks.
2. Organize and maintain key documents using Google Drive, Dropbox, and spreadsheets (Numbers for Mac or Excel for PC).
3. Book travel arrangements, including flights and hotels, using United and Chase points.
4. Track and process charitable contributions through a Donor Advised Fund and coordinate political contributions as requested.
5. Liaise with accountants and financial advisors, managing tax documents (50-100 K-1s and other tax-related docs), vendor payments, and DocuSign for financial transactions.
6. Oversee tracking of expenses, distributions, and rent, with some manual payments for vendors (most are on autopay).
7. Transcribe voice memos into emails and documents of no more than two pages using the Otter app or other transcription tools, preparing and sending finalized versions for review.
B. Real Estate Support:
o Provide administrative support for real estate development tasks, working with managing partners on small projects.
o Maintain communication and coordinate project-related documentation.
C. Teaching Support:
o Assist with organizing two university competition courses, including coordinating student teams and guest judges, managing course materials, and scheduling.
o Maintain and update detailed charts and spreadsheets related to courses.
D. Tech Troubleshooting and Support:
o Familiarity with iPhone troubleshooting, including remote support via screen sharing to navigate apps, settings, and other tasks.
o Provide remote support for the desktop and laptop using Splashtop.
Requirements:
• Tech-savvy: Advanced skills in managing online tasks, including medical portals, vendor portals, DocuSign, and being resourceful with online research and navigation. Familiar with Google Apps (Docs, Sheets, Calendar), Dropbox, and LastPass (password management), as well as iPhone troubleshooting.
• Transcription Skills: Experience with transcription apps (e.g., Otter) to transcribe voice memos into emails and documents.
• Travel Coordination: Experience with booking flights, hotels, and managing travel using United and Chase points.
• Local Availability: Based in the San Francisco Bay Area with the ability to work in the Berkeley home office once a week for 3-4 hours.
• Confidentiality: A high level of discretion and trustworthiness is essential, as you will be handling sensitive personal, financial, and professional information.
• Calm and Organized: Able to anticipate needs, manage multiple priorities, and maintain a calm demeanor under pressure.
• Flexible and Available: The role requires working 3-4 hours daily, Monday through Friday, with remote flexibility and in-person availability one day a week. Hours may vary but are up to 18-20 hours a week.
Growth in Responsibilities:
There will be growth in responsibilities in this role, offering the opportunity to take on more as the position evolves, particularly in areas such as real estate management, technology troubleshooting, and academic course coordination.
APPLY