Divisional Assistant

Our client is seeking a Divisional Assistant to join a highly respected global investment organization in downtown San Francisco. This role is perfect for someone who thrives in a collaborative environment and enjoys being the linchpin that keeps teams running smoothly across international locations. You will play a pivotal part in ensuring seamless office operations, providing executive support, and fostering a welcoming and efficient workplace for both local and visiting colleagues.

Key Responsibilities:

As a divisional assistant in this renowned investment firm’s San Francisco office, you will be at the heart of daily operations—ensuring everything runs seamlessly for both the Private Equity team locally and colleagues visiting from around the globe. Your days will be filled with diverse responsibilities: from expertly managing complex travel itineraries to orchestrating flawless meetings and events. You will be entrusted with sensitive expense reconciliations and vendor relationships while also playing a key role in onboarding new talent. Your ability to anticipate needs will see you proactively resolving issues before they arise—whether it’s troubleshooting IT concerns or coordinating facilities maintenance. By nurturing strong connections with stakeholders at every level—from senior executives to external partners—you’ll help foster an inclusive workplace where everyone feels supported. Your attention to detail will shine through in every aspect of your work: from maintaining compliance with health & safety standards to ensuring every guest receives a warm welcome at reception. This is an opportunity to truly make your mark by delivering outstanding service that enables business success.

• Deliver high-level secretarial, organizational, and administrative support to the Head of North America Private Equity as well as the wider US-based Private Equity team, ensuring all needs are met efficiently and professionally.
• Coordinate complex domestic and international travel arrangements including cost management, approvals, logistics, and itinerary planning for senior executives and team members.
• Manage diaries, emails, contacts, and provide proactive assistance to ensure smooth scheduling and communication flow across multiple time zones.
• Reconcile monthly expenses and corporate credit card statements for the team by assigning appropriate coding, ensuring correct approval processes are followed, and submitting documentation accurately.
• Oversee onboarding logistics for new staff members including preparation of welcome packs, desk allocation, locker setup, mobile phone provisioning, and facilitating smooth integration into the team.
• Organize conference registrations, speaking engagements, internal meetings with external parties or clients—including preparing presentation materials, invitations/RSVPs, room bookings/setup, equipment needs, catering arrangements—and maintain accurate records of these activities.
• Process invoices for the team by allocating them to appropriate fund trusts or legal work streams as required; manage purchase requisitions and vendor setups in line with procurement policies.
• Supervise day-to-day office facilities operations such as cleaning schedules, maintenance requests via FM ticketing systems, restocking supplies, kitchen equipment servicing, environmental initiatives implementation, and maintaining operational checklists.
• Serve as the primary point of contact for employees regarding workplace-related support requests; assist with onboarding/offboarding activities; coordinate staff social events; provide front desk reception services including greeting guests warmly and managing meeting rooms.
• Liaise with vendors and contractors to ensure quality service delivery; process purchase orders; escalate IT issues as needed; act as Fire Warden/First Aid Officer; conduct regular safety inspections/audits; report hazards/incidents using internal systems.

Key Requirements:

Your background as a divisional assistant means you bring proven expertise in supporting senior leaders within demanding environments where reliability is paramount. You have honed your organizational talents through hands-on experience juggling competing priorities—always maintaining composure under pressure. Your interpersonal strengths enable you to build rapport quickly with colleagues at all levels while acting as a dependable point of contact for both internal stakeholders and external visitors. You understand how vital it is to uphold confidentiality when handling sensitive information such as expense reports or HR documentation. Your technical proficiency ensures you can navigate Microsoft Office applications effortlessly—producing clear communications or detailed presentations on tight deadlines. Whether coordinating travel logistics across continents or managing vendor relationships locally in San Francisco—you approach each task with diligence and care. Your commitment extends beyond routine duties: you actively contribute ideas that enhance operational efficiency or improve employee experiences during onboarding/social events. Above all else: your positive attitude inspires those around you—helping create an atmosphere where teamwork flourishes.

• A minimum of three years’ experience providing high-level executive support within a fast-paced environment where multitasking is essential.
• Comprehensive knowledge of office administration practices including diary management, document formatting for client meetings, expense reconciliation procedures, invoice processing protocols, procurement policies compliance.
• Advanced proficiency in Microsoft Outlook, Word, PowerPoint with intermediate Excel skills enabling you to produce polished documents quickly and efficiently.
• Demonstrated ability to coordinate complex domestic/international travel arrangements while managing costs effectively and handling last-minute changes calmly.
• Exceptional relationship-building skills that allow you to connect easily with colleagues across different locations—both remotely and face-to-face—and become a trusted resource for information or support.
• Proven experience managing multiple priorities simultaneously for senior executives or large teams without compromising professionalism or attention to detail.
• A proactive approach combined with initiative—anticipating needs before they arise so that issues can be resolved swiftly without disruption to business operations.
• Excellent time management abilities enabling you to plan ahead while remaining flexible enough to respond positively when urgent tasks arise unexpectedly.
• Experience supporting onboarding/offboarding processes for new hires including logistics coordination (desk allocation/locker setup/mobile phone provisioning) is highly desirable.
• Previous exposure working within financial services or professional services environments would be advantageous but not essential.

What sets this company apart:

This organization stands out as one of the world’s most trusted investment managers—renowned not only for its impressive portfolio spanning infrastructure, real estate, private capital and more but also for its unwavering commitment to responsible investing that benefits clients, communities and employees alike. The company’s vision centers on exceeding expectations through shared value creation—a philosophy reflected in its inclusive culture where collaboration is celebrated at every level. Employees enjoy opportunities for professional development alongside supportive leadership that values open communication and accountability. The San Francisco office offers a vibrant work space designed for productivity while prioritizing employee well-being through robust health & safety measures. As part of this global network—with offices stretching from Brisbane to London—you’ll gain exposure to best practices worldwide while contributing locally in meaningful ways. If you’re seeking an employer who genuinely invests in people as much as portfolios—and who recognizes the importance of flexibility alongside operational excellence—this is the place where your career can flourish.

What's next:

If you are ready to take on a rewarding role where your organizational talents will be valued every day—apply now!

If interested in this position, please contact Kate Treacher at +1 512 610 6264 or Kate.Treacher@robertwalters.com