Executive Assistant
Our client, a top tier global private equity and venture capital firm, is actively seeking a highly dynamic and fast-paced Executive Assistant to join their growing Menlo Park office. MUST HAVE - 6-8 years of executive assistant experience with at least two years of that experience in a venture capital or private equity environment.
The Executive Assistant will provide data management, meeting coordination, travel and client communication support to two Partners and a Principal within their team.
Executive Assistant responsibilities include:
? Extensive calendar management and meeting logistical coordination, working across multiple time zones on a global level.
? Arranging domestic and international travel, including hotel accommodations and car services, directions, restaurant reservations and preparing detailed itineraries to accompany the arrangement.
? Preparing extensive travel and expense reports, including the reconciliation of reimbursements.
? Coordinating meetings and travel with other assistants both internally and externally to ensure continuity in the planning.
? Capturing client activities and managing data coordination in both internal and external proprietary software systems.
? Managing the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image. (Receptionist duties are shared with the other EA.)
? Generating client-sensitive correspondence/binding presentations, including proofreading and formatting memos/documentation according to company guidelines and checking for spelling and grammar accuracy prior to their distribution.
? Managing correspondence and prioritizing information and correspondence, proactively responding whenever appropriate.
? Anticipating and gathering relevant meeting materials.
? Managing filing, scanning and photocopying for investment team members, opening/distributing daily mail and faxes.
? Entering contact names and updated information into CRM, adding new GPs and funds to ASPIRE, entering data into Salesforce, doing research via Venture Source and InsideView.
? Overseeing meeting preparations including reserving and setting up meeting rooms, ordering refreshments/meals, securing meeting materials and any audio/visual requirements and initiating video conference connections.
? Assisting with general office support functions including making coffee, ordering lunches, office supplies and groceries and preparing UPS shipments.
? Assisting with event planning for firm-sponsored dinners and other functions.
Candidate Requirements:
We seek an individual who is self-disciplined, has excellent organizational skills and the following characteristics:
? 6-8 years of executive assistant experience with at least two years of that experience in a venture capital or private equity environment.
? Experience scheduling calendars, coordinating meetings and managing high volume of international travel.
? Commitment to anticipating needs and resolving issues while demonstrating a professional and service-oriented demeanor.
? Excellent time management, organizational, and technical skills, including strong software application skills in Microsoft Office.
? Must have a respect for confidential information and a mature approach to all matters of discretion.
? Desire to learn the context of the assignments and develop industry knowledge through exposure in the workplace.
? A professional presence with a customer-service orientation and effective communication skill.
? A highly-motivated, self-starter with the ability work independently within a team context.
Hours are 8-5
Salary range is approximately $70-90K per year (non-exempt) based on experience and salary history, plus generous bonus, profit-sharing, 401K contribution and healthcare benefits.
Estimated Salary: $20 to $28 per hour based on qualifications.
The Executive Assistant will provide data management, meeting coordination, travel and client communication support to two Partners and a Principal within their team.
Executive Assistant responsibilities include:
? Extensive calendar management and meeting logistical coordination, working across multiple time zones on a global level.
? Arranging domestic and international travel, including hotel accommodations and car services, directions, restaurant reservations and preparing detailed itineraries to accompany the arrangement.
? Preparing extensive travel and expense reports, including the reconciliation of reimbursements.
? Coordinating meetings and travel with other assistants both internally and externally to ensure continuity in the planning.
? Capturing client activities and managing data coordination in both internal and external proprietary software systems.
? Managing the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image. (Receptionist duties are shared with the other EA.)
? Generating client-sensitive correspondence/binding presentations, including proofreading and formatting memos/documentation according to company guidelines and checking for spelling and grammar accuracy prior to their distribution.
? Managing correspondence and prioritizing information and correspondence, proactively responding whenever appropriate.
? Anticipating and gathering relevant meeting materials.
? Managing filing, scanning and photocopying for investment team members, opening/distributing daily mail and faxes.
? Entering contact names and updated information into CRM, adding new GPs and funds to ASPIRE, entering data into Salesforce, doing research via Venture Source and InsideView.
? Overseeing meeting preparations including reserving and setting up meeting rooms, ordering refreshments/meals, securing meeting materials and any audio/visual requirements and initiating video conference connections.
? Assisting with general office support functions including making coffee, ordering lunches, office supplies and groceries and preparing UPS shipments.
? Assisting with event planning for firm-sponsored dinners and other functions.
Candidate Requirements:
We seek an individual who is self-disciplined, has excellent organizational skills and the following characteristics:
? 6-8 years of executive assistant experience with at least two years of that experience in a venture capital or private equity environment.
? Experience scheduling calendars, coordinating meetings and managing high volume of international travel.
? Commitment to anticipating needs and resolving issues while demonstrating a professional and service-oriented demeanor.
? Excellent time management, organizational, and technical skills, including strong software application skills in Microsoft Office.
? Must have a respect for confidential information and a mature approach to all matters of discretion.
? Desire to learn the context of the assignments and develop industry knowledge through exposure in the workplace.
? A professional presence with a customer-service orientation and effective communication skill.
? A highly-motivated, self-starter with the ability work independently within a team context.
Hours are 8-5
Salary range is approximately $70-90K per year (non-exempt) based on experience and salary history, plus generous bonus, profit-sharing, 401K contribution and healthcare benefits.
Estimated Salary: $20 to $28 per hour based on qualifications.
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