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.

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.

OFFICE ADMINISTRATOR/RECEPTIONIST (FRONT DESK)

OFFICE ADMINISTRATOR RESPONSIBILITIES

 

This is a part-time position with a workload of about 25 hours per week, daily from 10:30-3:30 p.m., and will be filled as soon as possible.

The primary goal is to effectively and efficiently manage the lobby and greeting area of the school and other building tenants while maintaining professional standards.

Interacts with administrative employees, teaching staff, students, customers, and outside services/vendors as smoothly as possible.

Manages student attendance and guides visitors during check-in process.

Receives mail, fax, and email, answers phones, orders supplies, handles maintenance procedures, and manages the efforts of other employees.

Performs clerical duties such as data entry, inventory, and other paperwork.

Supports the Business Office in a great variety of areas, including fundraising.

Maintains databases, files, and records necessary for the preparation, monitoring and review of the budget and audit.

Plans, coordinates, and directs a broad range of services, such as catering, supply & reorder, memberships & subscriptions, as well as room schedule & management.

Manages first aid supplies

Takes care of minor injuries and sickness in students and communicates with parents about possible remedies and mid-day pick-ups

 

THE IDEAL CANDIDATE POSSESSES MANY OF THESE QUALIFICATIONS:

 

Welcoming and kind

An associate’s degree in business or secretarial science (two-year program)

3+ full years of experience in administrative positions and/or customer-facing roles

Strong knowledge of Microsoft Office and advanced Excel skills require, as well as Google Suite

Excellent written and verbal communication skills (English fluency)

High level of professionalism, confidentiality, and exemplary interpersonal skills

Extremely organized with meticulous attention to detail

Ability to find creative solutions

High level of initiative with strong sense of urgency and flexibility

Ability to work independently in a fast-paced, entrepreneurial, and dynamic environment

Commitment to continuous improvement

Entrepreneurial mindset and customer service orientation

Flexibility. A LOT of flexibility. 

Equal parts self-starter and team player

Passion for connecting and influencing people to drive towards a shared business goal

 

VERY NICE TO HAVE

 

Bachelor’s degree

Experience in a multicultural school or work environment

Nursing experience with children and teenagers

 

 

COMPENSATION

 

Competitive compensation commensurate with experience

Free lunch, snacks, and coffee

 

 

SPECIAL SCHOOL EMPLOYMENT REQUIREMENTS

 

All employees must undergo criminal background checks and TB risk assessments as mandated by California state law and permitted by New York state law prior to their start dates. By submitting an application, you acknowledge that your employment would be conditioned on satisfactory background check and completion of the TB risk assessment.

 

WORK AUTHORIZATION

 

Please be aware that our client is unable to offer original visa sponsorship at this time.

 

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

The Venture team seeks a self-starter who is excited to learn and take on new tasks. Executive Assistant able to work in a fast-paced environment. The ideal candidate must be flexible, and have the ability to manage many changes and work in a team environment. The position works in Menlo Park on Mondays and the remainder of the week in our SF office though this is flexible.

Duties:

Manage detailed calendars, including coordinating meeting schedules, conference calls, and business appointments.
Organize and coordinate comprehensive travel arrangements
Expense report preparation and general management of expenses
Interface with the various companies, investors and visitors that interact with the partners
Manage reservations / registrations for business meetings, conferences, events, and offsite meetings

Required Skills: 
Excellent attention to detail.
Strong written and verbal communication skills.
Enjoy problem solving in a fast-paced environment.
Ability to multitask and utilize strong project management and time management skills.
Excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of management and staff. 
Requires PowerPoint, Excel and Google Doc skills. Salesforce CRM is a plus.

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