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.

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.

Development Coordinator, 

$60-$65k 

Palo Alto, Ca

 

Description

The Major Gifts team in Medical Center Development (MCD) seeks candidates that thrive in a fast paced environment and enjoys being part of a collaborative team. Successful candidates will have excellent communication skills, enjoy working with a wide variety of people, and have the ability to multitask quickly and professionally in response to requests from clients. The Development Coordinator role requires patience, flexibility, sharp attention to detail, a high level of professionalism, a keen sense of priorities, and a superb level of tact and discretion.

Under direct supervision, provide administrative and routine support to fundraising programs and activities. Work with frontline fundraising staff, donors, volunteers, and other university staff to assist in establishing and maintaining relationships with all university constituencies.

Every member of the Office of Development staff plays a role in providing the university’s donors with the service and attention that ensures an exceptionally positive and fulfilling philanthropic experience.

 

Core Duties

Provide project and administrative support.

Assist in the design, publication and production of fundraising materials

Build a network of relevant contacts, and stay informed on current university initiatives and activities. Review and track funds and report on use of gifts, as assigned.

Assist in the planning and implementation of events and donor cultivation, as needed.

Retrieve information about prospects and donors, update records, and generate simple reports using the university external relations database.

Track budget(s), and process reimbursements for department.

Other duties may also be assigned

 

Qualifications

Bachelor’s degree and one year experience or combination of education and experience.

Knowledge, Skills and Abilities

Demonstrated ability with Microsoft Office suite.

Knowledge of database systems, such as Microsoft Access.

Ability to work efficiently, juggle tasks simultaneously, meet deadlines, and achieve goals. Excellent interpersonal skills and ability to interact with a wide range of people. Outstanding communication skills and exceptional attention to detail and follow through.

 

Certifications and Licenses

Valid California Noncommercial Class Driver’s License

Physical Requirements

Frequently perform desk based computer tasks, sit, and use a telephone, stand/walk.

Occasionally light/fine grasping, lift/carry/push/pull objects that weigh up to 10 pounds, writing by hand.

Ability to obtain and maintain a California Noncommercial Class license.

Consistent with its obligations under the law, the employer will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job. 

 

*Please send your resume directly to lacy@capeoplesearch.com

 

Program Manager Medical Center Development Major Gifts

Data/Analytics/Reporting – Grateful Patient Program: (30%) Faculty/Pipeline Management and Tracking (20%)

Events: (25%)

Priority Material Development (proposals, briefings, spotlights): (15%) Administration/Process improvement/Workflow: (10%)

 

MAJOR RESPONSIBILITIES:

Data/Analytics/Reporting – Grateful Patient Program: (30%) Faculty/Pipeline Management and Tracking (20%)

∙ Works as the main liaison to capture, assess, and track referrals. Proactively analyzes referrals to include new prospects (Tier 5) and active prospects (Tiers 0, 1, 3, 4) and reviews monthly with MGOs

∙ Identify highest inclination prospects before taking lists to faculty; accompany specialists to meetings with faculty

∙ Proactively report back to MGOs on the status of referrals and assignments; prepares reports for individual meetings with faculty and summarize data

∙ Track prospects with multiple faculty interests/connections and drive the process of determining which faculty will reach out

∙ Obtain approval from primary staff when patient/prospects have an OOD assignment

∙ Track referral “holds” and notify MGOs when it is time to check back with faculty about prospects

∙ Produce introduction letters and get them signed by faculty and mailed; notify MGOs when it is

appropriate to reach out via phone

∙ Own the process of developing and tracking Faculty Spotlight production

∙ Maintains and updates MCD dashboard results on fundraising progress on a monthly basis

Events: (25%)

∙ Leads the development and drives implementation of the event strategy. Propose recommendations based on goals and donor base; strategically identifies and recommends donor groups to attend events and activities

∙ Manages overall arc of events and serves as the point person for event implementation. Independently coordinates all elements of event implementation with key stakeholders and owners, including faculty, volunteers, MGO staff, events staff and donors as identified. This requires a high degree of sensitivity, diplomacy and professionalism in working with these groups

∙ Manages all follow-up activity including-mailings and materials to Major Gift Officer (MGO) and annual officers to ensure proper and timely engagement and drafting of acknowledgements to donors/attendees. Responsibilities also include working with the research team on the timely execution of ratings and assignments of leads to MGO’s for new prospects

∙ Works closely with volunteers and manages unique aspects of lists, messaging and updates

∙ Supports donor requests for third-party fundraising events and memorial gifts or other non-major or

leadership level donors that require special attention. Works directly with donors, faculty and support staff from the MCD to ensure donors are supported and guidelines are followed

Proposal/Priority Material Development: (15%)

∙ Supports team in the preparation of draft briefing materials, letters, faculty spotlights, gift opportunities, priorities and overviews and other communication for faculty, donors or volunteers

∙ Coordinates with the appropriate MCD team and ensures project is on track and consistent with developed strategy

 

Administration/Process Improvement/Workflow: (10%)

∙ With the Development Coordinator, attends meetings to capture notes, next steps and supports the active follow-up. Responsibilities include but are not limited to:

– Summarizing and taking responsibility for key action items, distributing information and managing

follow up with appropriate field staff

– Documenting information gathered from various visits and discussions and preparing materials to

respond to donor’s requests, including proactive pipeline management with member prospects (reports, reminders of activity)

 

*Please send resume directly to lacy@capeoplesearch.com

 

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

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

Facilities Coordinator 

Temp to Hire Opportunity 

We are looking for an enthusiastic Workplace Experience Coordinator who plans, organizes, delivers and supports all facilities services, and ensures the efficient and effective provision of these services. The Workplace Experience Coordinator has accountability for the premises and site needs in the Seattle HQ inclusive of security of premises, maintenance, business continuity practices and enhancement of all properties to the agreed organizational standards. 



Job Description:
Project management of both short and long term facility projects and ownership from onset to completion. Overseeing the project timeline, budget (estimates, billing etc.), quality, client satisfaction, etc. to ensure they meet expectations.
Develop & propose operational processes & procedures, by analyzing business needs & goals at a daily program & operational level. Additionally, maintaining all necessary role specific documentation; including but not limited to email templates, training manuals and SharePoint sites.
Ownership of the safety procedures of our facility, managing all safety documentation & trainings for the ERT teams. Including but not limited to fire evacuation, earthquake and power outage procedures.
Nurture long term relationships among associates, clients, stakeholders, and subtenant relationships fostering a strong team alliance, as well as, encourage high team morale.
Identifies and/or coordinates facilities and related repairs, which may include directing external vendors.
Performs the facilities onboarding and offboarding processes including coordinating with hiring manager on seat location and setting up work stations.
Proposes and creates new tracking and reports as appropriate for facilities operational, safety, employee experience and other related purpose.
Assists teams with facilities set up for in-office events
Assists Manager of Workplace Experience/Facilities with Moves and Changes to seating arrangements
Manage Facilities projects including monitoring that that projects remain on track, meet deadlines, stay under budget, and develop according to plan.
Help develop detailed scope of work documents and RFP’s for Facilities (offices moves, construction, furniture, etc.).
Ability to work within cross-functional team, as well as communicate to stake holders regarding key initiatives to gain stake holder buy-in.
Conducts regular check up of the space, ensuring that the office is well-maintained and in accordance with established standards and applicable regulations.
Performs regular inventory and audit of facilities supplies.
Supports the Facilities Manager and Employees during Emergency Preparedness Events
Assists departments with administrative and various projects as needed (e.g. sourcing/procurement)
Performs day to day facilities administrative tasks as required.

Job Qualifications
Bachelor’s degree required or equivalent work experience in office administration, office management, facilities, or related field
Proficiency in MS Office and/or Google Suite
Proven ability to learn new technology platforms quickly
Demonstrated project management experience desired
Strong interpersonal skills and conflict management experience
Attention to detail and ownership
Ability to climb 6′ ladder
Ability to lift 30 lbs
Ability to carry and move furniture with the assistance of another person and/or a rolling cart.

San Francisco Office Coordinator
 
Location:  San Francisco, CA
Hours:  8:00am – 5:00pm with flexibility, as needed
 
Summary of Responsibilities
We are looking for a full-time office coordinator to support our fast-paced San Francisco office. This individual will be responsible for running and facilitating the day-to-day operations of our San Francisco office. You will also be instrumental in helping build the culture of the San Francisco office. We’re looking for an energetic and enthusiastic person, who has a strong attention to detail and is willing to take initiative to solve problems, big and small.  You will be polished, outgoing and comfortable communicating professionally with a wide variety of individuals.

 
Primary Duties
Keep our San Francisco office running smoothly and the office immaculate: clean, organized, stocked.
Be an ambassador by creating a welcoming atmosphere for all guests: greet and welcomes guests, direct them appropriately; notify company personnel of guest arrival.
Manage catered meals and office maintenance (daily catering, weekly snack orders, office supplies, and misc. office needs)
Coordinate and assist with activities and events (e.g. company holiday party)
Establish and maintain office vendor relationships.
Be the primary liaison between the company and office building management (Assist with facilities requests through direct communication with building management for repairs, building code compliance, etc.)

 
Skills and Experience
Bachelor’s degree or 1-3 years of relevant office experience required
Punctual and dependable
Excellent communicator, both written and verbal
Do-whatever-it-takes attitude!  Regardless of how big or small the task, you approach it with energy and enthusiasm.
Self starter willing to take initiative for projects around the office.
You’re highly organized and it’s a key to your success.  
Pride in excellence.  You take ownership and pride in your work, sweating the details and setting the bar high.

A real estate leader and pioneer with a diverse family of companies offering Premier Real Estate Services, Real Estate Investments and Real Estate Developments is in search of an Assistant Office Manager.

Position Overview
Job Description: The Assistant Office Manager is responsible for supporting the Facilities Coordinator/Office Manager in the overall maintenance of the facility by working closely with the appropriate Manager on the coordination and management of maintenance, repairs, and other projects. As needed, the Assistant Office Manager will work with corporate tenants to resolve issues and will assist the Facilities Coordinator/Office Manager in managing the Company’s corporate homes and condos, which includes maintaining the schedule and working closely with multiple service providers. The person in the role will also work with the Facilities Coordinator/Office Manager in the planning and coordination of office events and will provide backup coverage for the Front Desk Associate, as needed.
This is a full-time position with daily hours of 8:00 a.m. to 5:00 p.m.

Facility Maintenance Duties Include:
Arrange maintenance (repairs/projects) with vendors including, but not limited to: office furniture (ordering new/repairing old), carpet cleaning/repair, window/blinds repairs, door repairs, elevator, fire extinguishers and fire sprinklers, handyman, janitors, HVAC, landscaping, asphalt repair, security patrol, security system, etc.
Update emergency procedures manual and disseminate information to building staff, as needed

Office Management Duties Include:
Facilities
Coordinate and maintain phone system upgrades, as needed
Maintain log of all vendor keycards and office keys
Contact security company for system repairs
Update office contact list as necessary and disseminate information to security company
Identify space for employees
Ensure all open cubicle areas and storage/roof access rooms are kept orderly
Assist with initial ergonomic assessment, as requested
Coordinate office events throughout the year (adhering to budgetary guidelines)
Code Building and Corporate bills weekly; provide to Facilities Coordinator/Office Manager for approval; resolve billing issues with vendors, as needed
Cross-train to create budgets for the Building, Reception, Condos and yearly events

Front Desk
Update office contact list as necessary and disseminate information to staff
Issue/cancel keycards for new hires and terminated employees
Ensure all copy rooms, conference rooms and mailrooms are kept orderly
First back-up for the Front Desk Associate – lunch/break coverage, etc.
Once a space has been identified by the Facilities Coordinator/Office Manager, set up workstations (computer, network setup, phone, supplies, etc.)

Corporate Office Tenants & Corporate Homes/Condo Management Duties Include:
Ensure tenant issues are resolved in a timely manner and keep a log of issues communicated with tenants
Manage reservations and maintain binders for 3 properties
Process invoices and create yearly budgets for homes/condo
Bill guests for homes/condo usage (monthly) and track payments
Oversee the staff who maintain the homes/condo (housekeeping, gardeners, etc.)
Buy supplies and schedule repairs for homes/condo when needed
Keep inventory of corporate home keys and a maintenance repair log

Other projects and duties as required

Knowledge, Skills & Abilities
Ability to handle multiple priorities and deadlines
Ability to work well with management, vendors and service providers
Education & Experience
Bachelor’s Degree is preferred
2+ years of experience in a corporate environment

 

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

Executive Assistant- Temporary 

4 to 5 month maternity leave coverage 

An established early-stage focused venture capital fund with approximately $1.8 billion in assets under management is seeking to hire a temporary Executive Assistant to provide executive and organizational support for one Partner and one Principal. This is a challenging, hands-on role for someone who is self-motivated and has the ability and desire to work as a professional team member. The ideal candidate must be able to handle details of a highly confidential and critical nature and to exhibit strong organizational, written, and verbal communication skills. We offer a positive and rewarding work environment.

Responsibilities:
Manage multiple calendars – Coordinate internal and external meetings.
Coordinate travel.
Prepare detailed expense reports using Concur.
Assist with preparing financial materials.
Exercise discernment and discretion in handling confidential and sensitive information.

Job Qualifications:
Must be flexible, proactive, and have excellent judgment.
Possess a strong work ethic, enjoys problem solving, and anticipates needs ahead of time.
Energetic with a professional and polished style and attitude.
Excellent interpersonal skills and able to adapt to different personalities and work styles.
Ability to work efficiently, accurately, and independently.
Possess high attention to quality and detail with the ability to see the big picture.
Demonstrates excellent verbal and written communication skills.
Self-starter and intuitive.
Team orientated and enjoys being part of a high performing team.
Must be able to independently prioritize, organize, and multitask.
Dependable, punctual, reliable, and consistent.
Highly skilled in Microsoft Office Suite – Outlook, Word, Excel, and Concur.
5-10 years of experience providing administrative support to senior executives.
Prior experiences in a venture capital/private equity environment and/or a law firm a plus.

Bachelor’s degree preferred.

Below are the responsibilities that a part-time, temporary HR Generalist will be assisting with:

 

  • Recruiting: Assist with the administrative aspects of recruiting – posting open positions, scheduling interviews, interview follow up with the managers, etc.

 

  • New Hires: Assist in the New Hire process including but not limited to initiating and following up on background checks, initiating new hire paperwork through the online portal, following up with managers in regards to reference checks, and coordinating first day details.

 

  • Leave of Absences: Assist in the preparation of Leave of Absence paperwork (designation letter, approval letter, etc) and provide one-on-one consultation to the employee about state and federal leaves, collect the appropriate medical certification forms, and provide updates to managers, etc.

 

  • Termination Process: Assist in the termination process including but not limited to preparing the termination package, coordinating the final check (or severance amount, if applicable) with payroll, working with Legal to prepare the Separation Agreement (if applicable), working with IT to disable access, following up with managers, etc.
  •  

Ideal candidate must have 3-5 years experience and a BA.

Responsibilities:

The responsibilities of an Executive Assistant are those articulated by our client and by those you support, including without limitation:

Travel Arrangements
Coordinate travel to companies, portfolio companies, tradeshows and conventions, as well as coordinate broker visits
Understand unique travel preferences
Provide itineraries and organize travel packets as needed
Enter all travel information in Outlook calendars and update/anticipate needs due to weather or tight travel needs
Assist with airline check in and include boarding passes in travel packet or send boarding passes via email
Coordinate coverage for those you support if you are out and let your group/travel agent know who will be covering

Manage Outlook/Calendars/Meetings
Continually update complex calendars and schedule internal and external meetings and calls
Serving as the gatekeeper to executives in person, over the phone and via email
Coordinate equipment, technology support, meals and other logistics as needed

Expense Management:

Create American Express & Cash expense reports in Concur System on a monthly basis
Collect and organize receipts
Help to monitor and control travel costs and expenses when possible

Phones/Visitors
Screen and announce calls before transferring to appropriate person- be the gatekeeper and know who is calling and why- be professional and make the caller feel important
Welcome guests by greeting them in a professional manner and escorting them to the appropriate conference room

Document Management and Production
Copying, e-mailing, faxing, filing, mailing, overnight/shipping as required
Print and collate IC decks and banker books and other documents as needed, including across offices
Prepare and edit correspondence, communications, presentations and other documents
Sort incoming mail for those you support
Handle confidential information with the utmost professionalism
Maintain and organize paper and electronic files
Prepare PowerPoint presentations
Format and/or prepare Excel spreadsheets

Assist with personal matters and errands as needed
Expected to check email and be responsive on weekends and evenings as needed
Assisting with various office duties, department support, and other ad hoc projects
The administrative team works as a cohesive group and supports each other when needed examples include vacation/days off coverage, assistance with setting up for large meetings etc.

Skills & Requirements:

Must have at least 5 years of experience in an administrative support role, preferably in financial services or a similar corporate environment
Bachelor’s degree (preferred)
Outstanding written and verbal communication skills
Excellent attention to detail and organizational skills
Strong MS Office skills, including Word, Excel, PowerPoint and Outlook
Proficiency in booking domestic and international travel; Concur experience preferred
Attributes:
Unquestionable integrity and ethics; outstanding judgement
Self-starter, able to work independently and as part of a team
Success developing and sustaining relationships
Must be able to maintain the utmost level of discretion and confidentiality
Communicate clearly, efficiently and effectively
Strong organizational skills and attention to detail
Ability to prioritize multiple tasks in a dynamic, deadline-driven environment
Demonstrate commitment to team camaraderie and engagement
Compensation and Benefits:
A highly competitive package that includes a base salary plus annual performance bonus.
Company currently pays 100% of medical, dental, disability and life insurance coverage.
Company currently contributes 15% of compensation to employee-directed retirement account.
Professional environment.

Director of Demand Generation

Job description

Our client is hiring a Director, Demand Generation to scale pipeline-generation and integrated digital marketing. This is a key leadership hire that will build the brand, grow top-line revenue, drive sales acceleration, and establish a foundation for repeatable growth. The Director will scale the function, own all programs, campaigns and tactics that contribute to marketing’s opportunity, pipeline and revenue goals, and drive the successful execution and impact of the plan across the customer lifecycle.

We’re looking for a data-informed, passionate leader who thrives on ambitious targets. This is a unique opportunity to join a company at the cutting edge of predictive AI in a role that involves growing the business with Fortune 500 and high-growth industry leaders, as well as expanding across the globe.

Reporting to our head of Marketing and working in lock-step with Sales, this role will be based in our Redwood City and San Francisco offices and will participate in the CEO’s L-team. It will lead, grow and develop demand across online and offline channels including SEO/SEM, Account Based Marketing, Social, owned and paid media, live and on-demand events, and partnerships. Over time, it will identify new channels to drive new customer growth, while instilling metrics and ROI driven accountability.


Responsibilities

Define, execute, and optimize demand generation vision and strategy across all regions and segments, using industry best practices that are effective for B2B SaaS revenue growth
Own budget, annual strategy, and quarterly execution plans for the demand generation function
Develop, launch and amplify a cadence of world-class, integrated digital marketing campaigns
Partner with Marketing stakeholders including: Product Marketing, Corporate Communications and Content Marketing to inform powerful messaging across demand generation campaigns
Manage all inbound and outbound demand generation channels, such as email, direct mail, digital advertising, SEO, webinars, major conferences/trade shows, and ABM.
Develop a world-class personalized messaging grid/strategy to inform inbound and outbound marketing/sales assets and campaigns, to ensure effective creation and capture of demand
Own the company website to grow traffic, drive conversion rate optimization & campaign effectiveness
Initiate multivariate testing within campaigns to maximize lead capture and traffic conversion
Drive email marketing (including re-engagement of leads, lead generating email campaigns, lead-nurturing campaigns, database health and growth in addressable leads with GDPR compliance)
Work with our stack (e.g., Hubspot, Salesforce) for accurate program execution, including sourcing, attribution, nurturing, understanding lead scoring, conversions, and calculating ROI
Partner with external US, Canada, and India agencies to define compelling campaign creatives
Activate performance marketing including performance advertising to expand current channels through ongoing optimization and unlock new sources of growth
Create our client’s version of the B2B Buyer’s Journey, drive customer segmentation, map campaign objectives and collaborate on the right assets needed for the different stages of the journey
Inform content marketing, working with stakeholders to creating materials (whitepapers, research reports, story videos) to support account engagement, demand generation, and pipeline programs.
Develop strategy to expand footprint in specific new industries, e.g High Tech, Telecom, Pharma
Develop strong relationships with sales leaders and individual Account Executives to align goals
Own reporting and communication of marketing impact with VP Marketing, while building a clear understanding of demand gen goals, success metrics and impact across the organization.
Define and implement optimal lead management, nurturing campaigns and quality conversion

Your Attributes:

You’re passionate about working in a startup environment with compression of hierarchies and collapsing of boundaries in an integrated Go-to-Market team environment
You’ve demonstrated how to scale marketing programs in high-growth, B2B, delivering results
You know how to both produce and evaluate excellent, high performing marketing programs
You have excellent executive communication skills with ability to summarize, present and prioritize
You have a strong understanding of compelling marketing value propositions ranging from transactional selling to solution selling, across a span of industries and a range of buyer personas

Professional Requirements

5+ years driving revenue with demand generation campaigns for B2B startups or Fortune 500
Track record of successfully creating and implementing revenue growth strategies in SaaS environments to drive digital traffic, content conversion, and brand awareness
Ability to develop and optimize marketing and sales strategies across key channels: SEO, SEM, Social, email, both originated in-house and through agency partners
B2B and SaaS experience with understanding of enterprise pipeline demand generation
Experience with Account Based Marketing C-level buyer focused signature experiences
Experience managing Hubspot and Salesforce directly or with contractors/agencies
Ability to set the pace and align HQ and distributed teams
Grit, Drive, Humility, Hustle

Our client offers:

Dynamic, diverse, inclusive startup environment driven by transparency and velocity
Bright, open, sunny working environment and collaborative office space with amazing sofas
Convenient office locations in Redwood City, Hyderabad and Bangalore tech hubs – our Redwood City HQ is a short walk from CalTrain and 5 min away from downtown district
Competitive salaries and company equity, and a focus on developing world class talent operations
Comprehensive health insurance available (medical, dental and vision) for you and your family
401K, pre-tax commuter benefits, and support for ride sharing services
Unlimited leaves with manager approval and a 3 month paid sabbatical after 3 years of service
CEO moonshots projects with cash awards every quarter
Upskilling and learning support including via paid conferences, online courses, and certifications
Catered lunch with Eat Club, sponsored lunches, and plenty of healthy snacks and drinks

Please send resume to lacy@capeoplesearch.com to be considered.

One of the world’s largest suppliers of advanced light detectors and detector systems for industrial, scientific, and commercial applications, is seeking a temp to hire Sales Assistant for our San Jose, CA location. The successful applicant for this job must be a self-starter since this is a very small office and you will frequently be working alone. There is no relocation offered for this position.

JobDuties:

-Support Sales Engineers by creating quotes, open order reports, forecasting, expense reporting, making travel arrangements, answering phone calls and manage office and supplies.

-Effective quote and lead follow up process.

-Support Regional/Area Sales Manager(s) by maintaining Regional/Area forecasting, budget and expense reporting.

-Maximize customer satisfaction through proactive customer support such as checking priority orders, returns, and loaned equipment.

– Improve sales related processes.

-Special projects that may be assigned.

Required Skills:

-High School/GED

-Intermediate skills in MS Office

-2 years office experience

-Organizational skills

-Attention to details

-Professional verbal/written skills

-Ability to deal with confidential material

Preferred Skills:

-Advanced Excel

-Customer Relationship Mgmt Software i.e. NetSuite

-Basic knowledge of Lotus Notes

-3 yrs Sales Support Experience

-2 years college

Our client offers a competitive salary and excellent benefit package for full-time employees which include; Medical, Dental, Vision, Prescription, Life Insurance, Vacation/Sick/Personal Time, Long Term care Insurance, and Retirement Plans. They are an Equal Opportunity Employer, Females/Minority/Veterans/Disabled/Sexual Orientation/Gender Identity/Religion/Nationa l Origin. Send your cover letter & resume to: Email: lacy@capeoplesearch.com

  

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