Candidates - California People Search

Why California People Search?

We would love to work with you to find your dream job! At California People Search what you will see is passion and excitement in helping you succeed in the next chapter of your career. We will schedule time to find out what you’re looking for in a new job and get to know you, find out your short and long term goals, find out what you love and are passionate about, and most importantly find you the dream job you are looking for. So reach out and see for yourself what sets us apart from the others. Let us help you navigate your way…you will not be disappointed. We specialize in the unique niche of executive assistants, administrative support, and human resource professionals but usually have other positions available to be filled.

Receptionist 

Temp to Hire or Direct Hire Opportunity 

Temp pay $20 to $25

Perm salary $50k – $60k DOE

Santa Clara, Ca 

 

Great opportunity! Ideal for someone who likes being the face of the company, is professional, positive, outgoing, welcoming, reliable, a real team player,  has good energy and who will present the company well. This role will work with facilities coordinator and with executive assistants.

 

Responsibilities include but not limited to:

 

Answering phones 

Greeting guests 

Sorting mail and taking care of packages, 

Ordering catering every night 

Help with events, 

Help executive assistants

Set up/takedown conference and meeting rooms, and more.

 

MUST know how to use Outlook.

 

Hours are Monday – Friday 8 am to 5 pm. 

 

To be considered, email your resume to lacy@capeoplesearch.com

 

Mission based growing start up in San Francisco looking for a passionate Executive Assistant that will support a CEO. This role is a great role for someone who enjoys being the right hand support and operate in a strategic manner, as a business partner to his/her executive. Ideal candidate must have worked in high tech environments and experienced growth and scale. This role will also support the COO and Chief

of Staff occasionally but will report directly to the CEO. Great company with excellent perks, with work life balance, flexible schedule and eventually an opportunity to work from home occasionally. Compensation is 110-130K DOE/plus equity.

 

This role will be ideal for someone who enjoys navigating ambiguity, runs towards challenges, and enjoys the dynamic nature of a fast-moving startup. 

 

Your Impact

Proactively manage, assess and predict the day-to-day needs of the CEO to ensure he is prepared and organized for all internal and external meetings and events.

Resolve conflicting time demands to ensure a seamless schedule based on business priorities

Project manage a variety of professional and personal initiatives through self-motivation, clear communication and complete follow through

Handle confidential information and communications tactfully, with efficiency and attention to details

Act as a gatekeeper for the CEO to ensure time spend aligns to priorities

Anticipate the CEO’s needs and proactively assemble the appropriate people and resources to solve problems

Assist the Chief of Staff with ad hoc projects as needed

Your Experience & Background

Proven Success as an Executive Assistant to a C-Level executive at a high-growth technology company or similarly fast-paced environment, with a commitment to growing in an admin function

Excellent written and verbal communication skills, including the ability to draft, edit, and proofread emails and presentation materials

Exceptional organizational skills coupled with impeccable attention to detail

A strong sense of urgency with a bias towards action

Ability to maintain confidentiality as it relates to upcoming staffing changes, product development, and non-public information

Please sen your resume to puja@capeoplesearch.com

A prestigious international private equity firm is seeking an administrative professional for its investor relations department.  Self-motivated, professional individuals desiring a career path in the field of international finance are welcome to apply.

MINIMUM QUALIFICATIONS:

Bachelor’s degree
5+ years of experience and/or post-graduate professional education
Exceptional communication skills (in-person, on the phone and through written communications)
Demonstrated ability to conduct research and analysis
Skilled in proofreading, revising and editing of documents
Ability to work with minimal supervision, but also with a team
Quick learner with ability to quickly turn around ad-hoc requests and meet deadlines
Fluent in spoken Mandarin and written Chinese
Experience with CRMs such as Salesforce preferred (or ability to learn data systems quickly)

——————————————————————————————————————————-
Compensation:

50k – 70K plus discretionary annual bonus (up to 20% of base salary)

Benefits:
Discretionary annual bonus based on individual and firm performance.
Paid health coverage. Participation in 401(k) and Standard vacation, sick and holiday benefits per company policy.
We offer Health Savings Accounts, with a partial funding from the employer.
Hours: 9:00 am – 5:00 pm Overtime as necessary.

 

To be considered for this role, please send your resume to lacy@capeoplesearch.com

ADMINISTRATIVE ASSISTANT

 

Job Description

The Administrative Assistant provides administrative support to two Vice Presidents –VP of Marking Communications and VP of Business Development in addition to general office support to investment and operational teams in the San Francisco office. The person in this position will also manage the front desk and facilities.

 

In this role, you will manage the VPs’ calendars, travel, expenses and assist with special projects. Special projects include planning Portfolio Days for the VP of Business Development and event support for the Marketing team.

 

Front desk responsibilities include opening and closing the office, greeting guests and setting up meetings, answering phones, and general mailing. The role also includes office management tasks such as maintaining kitchen, office supplies and marketing inventory, internal event planning, as well as managing daily office operations.

 

The Administrative Assistant will interface with a variety of constituents, including  General Partners and the investment team, portfolio company executives, building management and office vendors. The Administrative Assistant must have standout interpersonal skills – professional while also friendly and enthusiastic understanding that their presence and interactions can be the first impression of the organization and set the tone for meetings with external guests.

 

The ideal candidate possesses strong organizational skills and can manage this unique tri-faceted role. This person demonstrates impeccable administrative analytical thinking with great attention to detail.

Responsibilities

Manage calendar, arrange travel and complete expense reports for two VPs

Open and close the office daily (M-F 8am – 5pm, with flexibility as needed)

Receive and direct visitors and in-coming calls

Manage conference room calendars and set up meetings

Organize day-to-day operations of the office, including interfacing with building management

Manage kitchen, office supply and marketing inventories

Lead in the planning and execution of internal events – happy hours, birthdays, annual volunteer day, summer group outing and holiday party

Occasionally assist the marketing team with event prep and day of event

Assist with special project-based work for the firm as requested

Offer back-up administrative assistance to members of the support team

Serve as a host to visiting portfolio companies

 

Requirements

1-2 years relevant experience

Bachelor’s degree preferred

Standout interpersonal skills – professional while also friendly and enthusiastic

Strong organization skills – able to manage time and prioritize among multiple tasks and projects

Flexible and adept to shifting work priorities and responsibilities

Exceptional verbal and written communication skills

Comfortable managing confidential matters with discretion

Conscientious and can work independently as well as part as a team

Community-oriented and always happy to jump in to help others

Confident and eager to learn and grow professionally in a small, busy working environment

Proficient in Outlook and Microsoft Office

Experience in Concur and basic IT knowledge is a plus

 

Job Description: Personal Assistant to Managing Director/ Concierge to the Limited Partners

 

We are looking for a professional, polished and friendly individual that will make our Limited Partners feel welcomed. We are a Family Fund office and we provide personal concierge services to our Limited Partners. Ideal candidate must be efficient, organized, a fine verbal and written communicator, while also being flexible, patient and skilled at balancing numerous projects and requests at once.

 

Fluent in English and Mandarin.

 

Duties:

Personal Assistant to Managing Partner:

Manage personal calendar & contacts

Submit all personal expenses

Family commercial & private travel, hotels and car service

Medical /dental appointments for Managing Partner

Medical/dental appointment for family members

Pay medical/ dental bills

Set up car services for corporate, Partner & Limited Partners cars

Run personal errands

 

 

Concierge to the Limited Partners:

Manage calendar for LP’s staying overnight at the Penthouse

Manage calendar for LP’s events at the Penthouse

Coordinate travel arrangements for LP’s: complex private & commercial flights, hotel and car service

Manage reservations for LP’s to include dinner reservations, recreation and entertainment

Manage set up and clean-up of guests staying at the Penthouse with cleaning crew

Coordinate private chef’s, catering, staff and rentals for LP events

Order wine for cellar in Penthouse

Order all supplies needed for Penthouse

Set up of any special requests needed by LP’s while staying at the Penthouse

Submit LP expenses to Hong Kong office for reimbursement from LP’s

Provide help for any LP’s that have homes in the area

Plan Annual Holiday Party

 

Office Administrator supporting two partners

San Francisco

65-75k plus bonus and excellent benefits

 

MAIN RESPONSIBILITIES

  • Manages calendar, prioritizes appointments and works directly with partners, to define the schedule; arrange meetings and conferences.
  • Interfaces with various levels of management internally and externally.
  • Supports meeting preparation and follow-up, including allocating appropriate time slots, ensuring awareness/preparation, and follow up on staff actions.
  • Maintains database of all company related activities.
  • Obtains, assembles and analyzes information and data from a wide variety of sources in order to prepare reports, agendas and correspondence.
  • Provides travel coordination for the company – domestic and international.
  • Processes expense reports.

PREFERRED QUALIFICATIONS AND ATTRIBUTES

  • Undergraduate degree preferred.
  • Minimum of 1 year, ideally 3 year’s experience supporting partners/senior level executives in a professional services firm or relevant.
  • Office coordination experience a plus.
  • Proficient skills using MS Office with strong experience using Excel, PowerPoint and Outlook – Apple and G-Suite experience a plus.
  • Demonstrated administrative skills.
  • Attention to detail with an emphasis on accuracy.
  • Ability to communicate effectively, orally and in writing.
  • Initiative, drive and enthusiasm.
  • Good planning and organizational skills.
  • Experience coordinating travel.
  • Highly collaborative and team oriented.
  • Strong work ethic and cultural fit.
  • Ability to multi-task, prioritize, adapt to changing environment.

Please send your resume to puja@capeoplesearch.com if you feel you’re great fit for this role. 

Office Manager 

Who you are:

​You have a can-do attitude and enjoy hosting people and are passionate about providing the best human experience to all of our guests, employees and vendors and that their needs are consistently met beyond their expectations. You are proactive and can instinctively anticipate requests and issues before they arise. You have a meticulous eye for detail and you love when things flow effectively. When they don’t, you’re the first to jump on it and figure out just how to get things back on track while remaining professional and positive. You are highly organized, self-driven and expect the best from yourself – you genuinely see the cup half full, even under pressure. You are a natural problem solver and always look for ways to improve processes around efficiency and organization with scale in mind. You’re looking for an opportunity where no two days are the same and you want to grow with a company. You are able to work in a group or under little direction and you like to solve problems. You want to work as an integral part of a team that makes great things happen.

 

The Office Manager reports directly to the People Operations Manager.

 

Opportunities for experiences to demonstrate leadership and growth are limitless.

 

Role:

 

You will also be a key player in planning & executing a variety of company events and will help with company growth and scalability in multiple locations. You will serve as the POC for office manager-related duties company-wide including but not limited to: facilities maintenance, vendor management, inventory & supplies, NDA and contract management and budget management

Provide administrative support to company-wide employees

Plan and execute in-house and off-site company-wide events and programs including the facilitation of All-Hands meetings, wellness/volunteer events, employee birthdays, offsites, happy hours, and other fun stuff – across multiple time zones

Manage front desk functions: sort mail, route calls, manage guest management system

Manage office-related budgets while being cost effective with a goal of balancing quality, cost and sustainability – ensure accurate and timely submission of invoices and expenses, execute contract and price negotiations with office vendors and make recommendations

Reconcile corporate credit cards for accurate expense management

 

Assist the executive team with meeting coordination, expense reporting, and other general tasks across multiple time zones

Partner with the HR team on employee gratitude projects and on-boarding process for new hires

Coordinate new hire setup + welcome: order swag, compile pre-hire swag boxes, manage IT setup, facilitate employee headshots, and lead offices tours

Purchase and maintain adequate supply of computers and IT equipment to support hiring plans

Assess needs/requests for new office equipment – place orders, assemble and deliver required equipment; manage office-related vendors and contracts

Create and maintain org chart, employee photos/contact info and seating chart

Facilitate landlord work orders, maintain office look/feel and coordinate necessary repairs/ upgrades

Maximize office layout as headcount increases; facilitate intra-office moves

Help keep kitchen, meeting rooms, and office common areas clean and tidy; make it easy for people to clean up after themselves

Stay abreast of OSHA safety standards and implement new safety plans and protocols as required; support emergency evacuation plans

Manage budgeting, ordering and stocking of food for kitchens

Research options for healthy catering; place orders and assist with setup and cleanup

 

Requirements

  • 1-3 years of experience in office management, hospitality, reception in a creative, technology or start-up environment
  • Bachelor’s Degree or 3+ years of office management experience preferably at a technology start-up
  • Excellent time management skills and the ability to multi-task, prioritize work, perform under pressure and provide follow-through

 

  • hyper-organized with acute attention to detail
  • ability to anticipate and resolve problems before they arise; a creative mind with an ability to suggest improvements
  • deep organizational skills with an eye for consistency, quality, and order
  • outstanding customer service/work ethic with a scrappy, let’s figure it out attitude
  • the ability to take direction, work independently, work in a group, and carry out responsibilities accurately and efficiently – with a sense of urgency
  • team player mentality and someone who is flexible, good-natured, and has a positive and warm personality
  • the ability to multi-task and thrive in a deadline driven environment
  • dedication to personal and professional accountability – you ask questions, learn quickly and find solutions
  • you are completely at ease with technology, including G Suite, Zoom, Box, Expensify and a general understanding of IT & Accounts Payable
  • you are curious – you possess the drive to always learn and grow, professionally and personally
  • warm and friendly personality
  • excellent relationship management skills
  • experience with booking travel (domestic and international) is required • experience managing budgets
  • experience with event coordination

Front Desk & Office Administrator

The Position
As our Front Desk & Office Administrator you are the first point of contact for the Firm and will handle the flow of visitors, many of whom are startup company executives that are potential investments. You will provide administrative support across the organization and ensure that the Firm maintains a professional environment and welcoming attitude to visitors and callers.

Reporting: The position is based in San Mateo, California, and reports directly to the Office Manager but provides support to the entire Firm.

Key Responsibilities/Objectives
Greet all visitors warmly and enthusiastically by name, direct to appropriate person
Answer and direct all incoming phone calls, check general VM daily
Maintain consistent organization & cleanliness of entire office & conference rooms
Ensure the kitchen, common areas and conference rooms always look “client-ready”
Assist guests with presentation setup (Airplay, HDMI, VGA)
Assist team members with special requests, meetings, events and projects
Organize and stock office & kitchen supply inventory daily
Responsible for ordering, delivery and cleanup of daily office lunches
Maintain all common office equipment including printers, copiers, fax machines, postage, and audio video equipment
Maintain good working relationships with all outside vendors
Process and pay all invoices for the Firm using Bill.com
Maintenance of Accounts Payable files, scan to Box and shred
Maintain/track Fixed Assets
Organize and execute quarterly events for our “Give Back” program
Assist back office with quarter end and special projects

Candidate Background and Key Personal Attributes
Personality + high-touch service, confident & “can-do” attitude
Solid communication skills both written and verbal
Extremely organized and have a practice of keeping surroundings in working order
Keen attention to detail and recognizing when things are out of place
2+ years proven work experience in a customer service oriented position
Proficient in Excel, Word and Gmail (Power Point experience a plus)
Previous work experience w/QuickBooks and/or general accounting experience a plus
Previous experience with Accounts Payable and reading/understanding invoicing
Aptitude to utilize resources when problem solving
Ability to work independently and in a small team environment

Potential for growth in the following areas if other tasks are mastered and time is free:
Compile, track, and report financial data from the Firm’s portfolio companies
Assist with the Funds’ quarterly close and annual audits
Assist with Limited Partner communications & Manage Limited Partner portal
Assist Finance team w/tracking of financing docs, board decks, and stock certificates
Prepare monthly bank reconciliations for all funds.

All qualified candidates please contact Lacy@capeoplesearch.com

The Executive/Personal Assistant provides administrative and personal support to the Chairman and his family members. This is a highly visible role that interacts with all levels of the business including partners in a different country. The ideal candidate is reliable, motivated, discreet, personable and has strong business/support skills and the ability to anticipate the needs of the Chairman.

 

Responsibilities:

Executive Assistant (50%)

 

Administrative support to the Chairman including maintaining the calendar, scheduling and confirming meetings, drafting correspondence and prioritizing tasks to maximize productivity

Act as the liaison between the Chairman and internal departments and external partners

Plan and manage all aspects of the Chairman’s business travel

Screen and direct phone calls as appropriate

Assist in the planning of business meetings including travel, catering and the preparation of presentation materials

       

 

Provide administrative support to the Executive Director and assist with grant administration

Translate Chinese business materials including correspondence, and business information Personal Assistant (50%)

Coordinate, prioritize and manage personal tasks for the Chairman including managing household activities and personal errands

Prepare holiday communications for distribution on behalf of the Chairman and his family including cards and e-cards

Develop detailed travel plans for the Chairman, his family members and special guests

Manage personal properties, cars and other family support staff

Manage the families calendar scheduling both business and personal events

 

Qualifications:

Bachelor’s degree preferred

Minimum 10 years of experience providing executive and personal support to C-level individuals

Strong language skills including bilingual with English and Chinese (Mandarin)

Excellent verbal and written communication skills with the ability to proofread

documents and make edits as needed

Must be able to handle sensitive and highly confidential information

Must be highly organized, detail oriented and able to manage/execute multiple

ongoing projects and deadlines

Strong Microsoft Office skills with advanced knowledge of Word, Excel and PowerPoint

Instinctively anticipates critical tasks and needs

 

Personal Qualities:

Impeccable character with high ethical and quality standards.

Hard working, enthusiastic and driven to succeed. Must be self-assured and energetic; a self- starter.

Strong team player; ability to work cooperatively in a team and companywide.

Ability to multi-task and prioritize projects and assignments effectively.

Ability to work effectively with individuals at all levels of the organization.

Focused and flexible; effectively navigates changing priorities.

 

Requirements:

All offers are contingent upon: (1) ability, as required by federal law, to establish employment eligibility as a U.S. citizen, a U.S. lawful permanent resident, or an individual specifically authorized for employment in the U.S. by the Immigration and Naturalization Service, and (2) acceptable remarks from professional references, (3) consenting to and passing a security background check to the satisfaction of the Company, including confirmation of employment and education, and (4) acknowledgement of all Registered Investment Advisor compliance policies, and if deemed an “access person”, completion of all related compliance forms (including, but not limited to, political contribution disclosure forms), and adequate disclosure of all required information pursuant to said policies (including, but not limited to, all brokerage statements and investment holdings).

       

 

FRONT DESK/ADMINISTRATIVE ASSISTANT
JOB DESCRIPTION

Responsibilities for a Receptionist/Administrative Assistant position consist of the following:

Cash Receipts Posting:

Post collections monthly and maintain collection reports. Prepare Aging Reports for all funds from collection reports.
Receive miscellaneous payments and send to bank for deposit.

Insurance:

Daily audit – Run the “insurance audit” routine to identify certificates that have or are about to expire. Review the client file to verify that: a renewal certificate has not already been received; the expiry date in the database is correct and that the certificate specifies both liabilities and business properties. Interface with client or insurer to obtain renewed certificates.
New Funding – Request certificate at funding and track through the receipt and recording process.

Other Responsibilities:

Phone – Responsible for answering, routing calls to employees – (minimal)
Front Desk Duties – Greet, announce and direct people coming into the office along with scheduling meetings for various conference and ordering lunches
Data Entry – Updating Company databases, ongoing monthly and quarterly reports,
Mail – Responsible for incoming and outgoing mail and postage handling
Supplies – Manage office supply, kitchen inventories and equipment
Kitchen Area – maintain supplies and keep area neat
Filing
Reconciling expense reports
Administrative Support – all employees in various degrees

Required Skills:

Proficiency in MS Office and Windows, including knowledge of preparing documents by using various formats, exporting/importing within MS Office
Accounts Payable and Accounts Receivable experience a plus
Be proficient in using e-mail and the Internet
Have excellent written and verbal communication skills, be detail oriented with strong organizational skills.
Must be dependable, responsible and be able to work in a growth environment.

Front Desk Admin Assistant

We are looking to hire a permanent front desk admin. Someone to help with all aspects of the office as well as support a few executives with meeting scheduling, travel arranging, expense reports, etc. Ideal candidate would need to take ownership & manage the kitchen as well as office supplies, help the EAs with all office requests, do front desks duties, etc. Must have 2-3 years of Admin work.

Job description:

Clean and tidy up the conference rooms before and after each meeting
Greet and seat meetings (+ providing drinks, setting up projection and/or video connections, helping to provide cables and/or printouts as needed)
Order supplies and groceries from Amazon, Big Book, Safeway as well as take constant inventory, restock as needed (daily and even twice a day if needed, including maintaining and organize the kitchen and supply room in general), assess products and make changes depending on demand
Set-up and clean-up the office lunches (before catering arrives on Mon-Thurs: set up lobby + set out any extra supplies. After lunch on Tuesday, Wednesday and Thursday: move all leftovers into kitchen & toss/recycle empty containers)
Enter maintenance work requests into property management’s system; follow up if items are still pending
Liaise with vendors as needed (janitorial, plants, office changes, photographer, etc.)
Answer the telephone main line as well as all other lines if the person is not available
Receive, sort and deliver in-office mail
Support a few executives with meeting scheduling, travel arranging, expense reports, etc.
Support the Executive Assistants with in-house and external event and meeting scheduling, coordination, set-up, and clean-up
Provide back-up administrative support coverage for the Executive Assistants, and to the broader office team as needed
Perform other office administrative tasks and projects as requested by the Executive Assistants

To be successful as an Administrative Assistant, one must have excellent organizational skills, strong time management skills, strong collaboration skills and the ability to anticipate issues before they arise. Must be professional, polite, attentive, proactive and enthusiastic. This is a fast-paced, dynamic work environment where you must enjoy working as part of a team. The Administrative Assistant is expected to work collaboratively with other administrative team members to collectively manage the office.

Office hours are 9 am – 5:30 pm. This is an in-office position. This is a non-exempt position.

HR Analyst

Human Resources

Menlo Park

 

A high technology venture capital firm, has an immediate opening for an HR Analyst. 

 

A Silicon Valley-based venture capital firm with $10 billion under management. Focused on investing in software eating the world, the firm partners with entrepreneurs in their company building at all stages — from seed to late-stage — in the biology, consumer, crypto, and enterprise industries. 

 

The HR Analyst will play an important role in enabling the successful delivery of analytics, reporting, recommendations and driving HR priorities forward. 

 

This individual will need a mix of strategic thinking, data analysis, and project management. We would love to hear from you if you believe in and demonstrate the utmost respect and empathy for all entrepreneurs and their work, and have proven experience in high pressure client-facing situations, working with a variety of executive styles and with the ability to handle all with action and grace.

 

What you will do:

 

Maintain and update data within our HR systems and help to produce and update our data & analytics metrics dashboard, ensuring a high degree of accuracy

Support development, collection, analysis, and transformation of workforce data

Streamline workflows/processes to craft efficiencies and actively develop ways to improve reporting, analysis, and operational support

Summarize all data findings using effective visualizations, developing presentation materials in PowerPoint and Excel and communicating concepts and analytics in a structured manner

Provide support on various projects related to HR administration, benefits, and leave management 

 

Who you are:

 

Have prior experience in HR analytics and knowledge of HRIS and ATS

Have a passion for HR and recruiting data 

Demonstrated professional experience in reporting, data management,  and basic analysis skills

You have a strong work ethic and the highest level of integrity and ability to maintain confidentiality and sensitivity with a high degree of professionalism in all aspects of job responsibilities

You have exceptional communication skills – including the ability to communicate in a high-touch personalized manner and are a great team player 

Exceptional attention to detail and discipline to organize, prioritize, and execute objectives in a fast pace and competing priorities environment

Executive Assistant

A growing life sciences venture capital firm, has an exciting opportunity for a dynamic Executive Assistant. The ideal Executive Assistant will be organized, self-motivated, a masterful problem solver and an organizational force, given the need for complex calendaring and heavy travel planning. As a member of the administrative team, the Executive Assistant will collaborate across teams and locations to provide exceptional customer service and proactive support.

The Executive Assistant will support a Managing Director and the Chief Financial Officer/Chief Compliance Officer in the Menlo Park, CA office.

Responsibilities:

• Calendar management –
o Coordinate and schedule all internal and external meetings for the Managing Director and CFO/CCO, partnering with appropriate individuals to support in that effort, while harnessing the ability to prioritize needs depending on urgency and importance
o Manage multiple calendars between offices (CA, CT and MA) to coordinate recurring meetings. Effectively coordinate schedules for multiple team members
o Schedule board of directors’ meetings, including coordination of logistics, materials and calendaring
o Coordinate registration, logistics and meeting scheduling for annual conferences
o Manage the calendaring and coordination of annual events and trainings (i.e., offsites, compliance related, sexual harassment, etc.)
• Travel management –
o Coordinate complex US and global travel schedules, including air travel, ground transportation, hotels, meeting coordination, restaurant reservations, etc.
o Track and prepare expense reports related to travel and other business expenses
• Events management –
o Oversee events management vendor(s) to help plan and execute all company sponsored events, including annual investor meeting, all-hands offsite, holiday party, etc.
o Manage related vendor contracts, relationships and expenses
• Additional administrative support as needed –
o Manage appropriate slide decks and materials for company and investor related needs
o Provide support to other members of the investment, investor relations, marketing and finance teams as needed

Qualifications:
• Polished and professional demeanor with a focus on exceptional customer service and executive presence
• Expert skills in Microsoft Office programs (PowerPoint, Word, Excel and Outlook)
• Strong written and verbal communication skills
• Understanding of how to proactively manage changing priorities to ensure exceptional support and follow through
• Strong organizational skills with a keen attention to detail
• Comfort and excitement to work in a fast pace, collaborative, results oriented environment
• At least five years of experience in a similar position, experience within the venture capital/financial services community a plus
• Bachelor’s degree preferred
• California Notary Public certified a plus

POSITION SUMMARY:
Medical Center Development (MCD), a division of the Office of Development, is seeking a highly experienced and collaborative manager to join their Major Gifts Generalist Team as Assistant Director (AD). The AD will report to the director of the generalist team and will work with frontline fundraising staff whose sole focus is fundraising. 




MAJOR RESPONSIBILITIES:

Management: (25%) 

Direct and manage (1) program manager and (2) development coordinators as well as the operational and administrative services of the generalist team. Provide management support to the Major Gifts Leadership Team as necessary to develop and implement policies and procedures that ensure the effective functioning of the Major Gifts Office. 


Strategic Planning/Dashboard Tracking and Administration (20%)

Support the generalist team’s strategic planning process by preparing and analyzing data, developing templates, and tracking deadlines and deliverables 
Develop and maintain the overall generalist dashboard for progress against goal 
Ensure or provide major gift officers quarterly run rate information, grateful patient pipeline trends, and analysis 
Track and monitor finances for the generalist team including contracts and purchase orders


Events and Materials: (20%)

Manage and coordinate an arc of events and materials in support of events 
Serve as lead PM for select events. This includes list creation and review, invitations, acknowledgments, other material creation event logistics, and briefings. This is done in partnership with MCD partner teams, faculty, volunteers, MGO staff, events staff, and donors 
Proactively analyze grateful patient data across the team and make recommendations for prospect inclusion. Work with the research team on the timely execution of ratings and assignments to major gift officers for new prospects. This requires a high degree of sensitivity, diplomacy, and professionalism in working with these groups 
Work closely with volunteers and manage unique aspects of lists, messaging and updates 


Director of Generalist Team Support: (20%)

Partner with generalist team director to manage the planning and implementation of other related project or program needs 


Proposal/ Material Development: (15%)

Prepare briefing materials, letters, faculty bio’s and overviews and other communication for faculty, donors and volunteers 
Coordinate with MCD partner teams and ensures projects are on track and consistent with the developed strategy

Minimum Qualifications, Knowledge and Skills Required

Bachelor’s degree and five years of relevant experience, or combination of education and relevant experience 
Project management, program management and/or stewardship experience 
Ability to recruit, hire, train, motivate, mentor and retain a strong staff. Demonstrated leadership and supervisory skills and ability to manage, coach and evaluate staff is essential. Understanding of coordinating performance evaluation with others who receive support is needed 
Ability to effectively manage a broad range of operational issues and staff in a complex matrix organizational structure 
Demonstrates proficiency in using advanced functions of word processing, databases, Excel spreadsheets, web resources, and donor management database; experience using Stanford’s information systems such as PostGrads and Oracle Business Intelligence (OBI) is a plus but not required 
Experience managing and coordinating complex projects that have multiple tasks with competing deadlines; set priorities and schedules and meet deadlines with a minimum of supervision
Conference or event logistics experience
Nonprofit or relevant business experience
An understanding of the development and alumni enterprise—particularly within an academic setting—and the ability to work within that framework is desirable
Demonstrates sound judgment in situations requiring independent decision-making and in handling confidential and sensitive material
Positive, can-do attitude and dedicated work ethic 
Exceptional written and verbal communication skills, research and editorial skills; ability to synthesize information and compose clear and effective communication.
Superior organizational skills; a work style that is thorough, accurate and detail-oriented; the ability to follow through on projects with minimal supervision
Strong attention to detail and the ability to quickly understand and remember information about donors and projects to which they are assigned
Strong customer-service focus; excellent interpersonal and communication skills, and a proven ability to work patiently, persuasively and effectively with a wide variety of people, including students, faculty, staff, donors and alumni

POSITION OVERVIEW

The Executive Assistant provides day-to-day administrative support to a Co-Managing Partner and an Operating Partner. The individual must be able to handle multiple tasks, work independently, and have superb communication, prioritization and organizational skills. The position requires a “jack-of-all-trades” individual who can roll-up their sleeves and assist with various components of business operations.

KEY RESPONSIBILITIES

The responsibilities of this position will include, but not be limited to, the following:

  • Heavy calendar management
  • Organize travel arrangements
  • Coordinate logistics for internal and external meetings
  • Track business expenses and prepare expense reports
  • Create and maintain documents in PowerPoint, Excel and Word
  • Plan and execute various types of events including, but not limited to, executive

dinners, office parties and large conferences

  • Provide ad hoc support for personal travel, reservations, mailings, etc.

POSITION QUALIFICATIONS

  • Relevant administrative experience in a corporate or business environment. Experience working in an entrepreneurial or venture capital environment, in a larger technology company, or management consulting firm strongly preferred.
  • Strong communication and relationship management skills, including the ability to be flexible and partner across geographies with all different types of personalities.
  • Proficient in all Microsoft Office programs, especially Outlook, Excel and PowerPoint.
  • Ability to work in a fast-paced, “real time” environment with constantly changing priorities and immediate issues/concerns to be addressed.
  • Extremely organized with a demonstrated ability to multitask effectively.
  • Detail-oriented and able to efficiently complete tasks within deadlines.
  • Dedicated to providing excellent client service to a diverse range of individuals.
  • Demonstrated willingness to “go the extra mile” and do what it takes to get the job done.
  • Proactive with the ability to take initiative.
  • Cooperative team spirit.

 

To be considered for this role, please send your resume to lacy@capeoplesearch.com

OVERALL PURPOSE: Perform diversified administrative duties for a Managing Director and other professionals. Facilitate all business and personal schedules, professional commitments, ventures, and community activities. Function as a team member using good judgment and taking the next step where indicated to assure the workflow remains consistent. Hours 8:00a to 5:00pm

ESSENTIAL FUNCTIONS:
1. Handle information in the form of reports, correspondence and conversations, in a manner, which ensures confidentiality and professionalism.
2. Produce and process correspondence:
 Determine appropriate disposition or priority for professional’s attention
 Compose a response for signature, as required
 Gatekeeper of professional’s time and access
3. Perform other administrative duties:
 Arrange and coordinate calendar, scheduling
 Arrange and coordinate business and personal travel
 Compile lead sourcing information as requested
 Prepare expense statements
 Responsible for all in/out boxes, copies & fedexing upon request
 Create and maintain “deal files” and personal files
 Ensure professionals tools (i.e. computer, laptop, phone, etc) are in good working order by coordinating with MIS department
 Act as a liaison between portfolio company management teams and the professionals with regard to scheduling and relaying information
 Responsible for the continuous updating of correct contact information for professionals portfolio contacts, investment contacts, etc.
4. Special projects:
 Print and distribute weekly research report
 Update and maintain deal files
 Cover front desk when necessary
 Plan and coordinate Day of Service
 Plan and coordinate internal team offsite events and dinners
5. Performs other duties or projects as assigned
 Available to assist the Vice President of Administration with a variety of
administrative and facility responsibilities
6. Backup:
 Back up Tech team when that EA is out of the office.
6. Personal & Professional Characteristics
 This position requires the ability to set priorities in planning work and meeting strict deadlines despite constant interruptions.
 Must be able to respond to variable workflow and maintain composure in a high-pressure
environment.
 Excellent written and verbal communication skills with the ability to exercise tact, good
judgment and diplomacy in dealing with management and the public.
 Must be able to turn things around in a timely fashion; sometimes immediately.
 Demonstrates trustworthiness due to handling of confidential documents.
 Extensive domestic and international travel experience
 Regular, reliable attendance and punctuality. Flexibility to come in early or stay late on short
notice, if requested. Must back-up the administrative team and provide coverage for other professionals when required.
 Detailed oriented, accountable and learns from mistakes
 Experience in working in corporate and family office environment (personal travel, personal
expenses/business ventures)
 Accepts criticism well, easy going personality, likable, not uptight, “thick skin”, hard to rattle
 Strong organizational and people skills
 Accepts the mundane tasks
 Finds and seeks out projects either in Summit or in family office during slow periods
 Has a track record of loyalty and confidentiality with prior employers
 Available but must have defined boundaries