Position Description:

​Executive Assistant, CMO and Marketing Team

The Marketing/CMO Executive Assistant is an essential part of the marketing team. He/she will be involved in every aspect of marketing, from team and CMO support to specific project management. This role covers a broad set of responsibilities and requires a detail-oriented, organized, resourceful critical thinker who is also creative and flexible.

Team Support and Marketing Projects (50%)

Team Admin

• Organize team meetings, offsite and bonding activities
• New employee onboarding for marketing team members
• Keep marketing area stocked and organized
• Assist with internal communications (SMS, All Hands, Scoop)
• Organize marketing assets, shared drives and documents

Finance

• Budget management, tracking and liaison to finance team
• Manage marketing credit card and any additional invoice/accounting help needed
• Contract, NDA and invoice processing
• Manage company data for public website
• Manage photo shoots for new employees

Projects

• Provide key support on a project basis for functional leads and other team members (as time

permits and agreed upon with CMO). Examples include:

○ Assisting with market research and surveys

○ Assisting with swag store, ordering and inventory

○ Brand project support

CMO Support (50%)

• Active calendar management
• Travel arrangements
• Expense reports
• Analyze time and proactively suggest solutions for greater efficacy/efficiency
• Create presentations for internal and external meetings and speaking engagements
• Day-to-day support including research, drafting emails and presentations for CMO
• Trusted and loyal sounding board for CMO

Requirements:

• 5-7 years experience supporting a seasoned executive and/or senior team
• Strong attention to detail and organizational skills
• Excellent verbal and written communication skills
• Strong and proven skills in Google, Apple and Microsoft office products, particularly Google email

and calendar, Keynote and Powerpoint, Excel and Google Sheets spreadsheets.

• Proven ability to onboard and master new software and tracking programs for the team
• Marketing experience / exposure a plus
• Independent, helpful, resourceful and gracious

Executive Assistant

Palo Alto, Ca

Great opportunity in Palo Alto, supporting the founder of a prestigious venture capital firm. We are in search of a rockstar Executive Assistant with 10 years of experience. Ideal candidate will be polished, seasoned, proactive, and intuitive. Someone that will be a few steps ahead and at the same time, caring and empathetic.

Duties include, but are not limited to:

-Manage the CEO’s calendar, assist with travel planning, scheduling and accommodation

-Prepare documents, presentations, reports, and memos for internal and external meetings

-Assist CEO in – scheduling meetings and calls, providing CEO with background documentation in advance, and preparing all materials

-Answer inbound calls and emails, distribute and respond as needed

-Accompany founder to other office in SF on occasion

Qualifications

– Not requiring a college degree however if you have one that’s a plus

– Experience providing administrative support to C-suite executives

-Experience organizing and supporting internal and external meetings

-Ability to manage a complex calendar and exercise judgement as to scheduling priorities

-Experience with Salesforce (CRM), Office 365, expense reports

-Strong people skills

-Polished and professional verbal and written communication skills

-Execution-oriented, proactive approach to problem-solving with strong decision-making skills

No overtime required for this role, salary is between $120k-$150k.

Receptionist

Palo Alto, Ca

We’re hiring a Receptionist  to join the team in Palo Alto, California! The Receptionist position is a vital and well-respected role at our Company. It’s ideal for someone with a customer service background who is looking for a first step into an administrative position, or an opportunity for someone to expand upon their existing administrative experience. At times, the person in the role will need to juggle multiple projects therefore the position requires someone who is organized, flexible, and able to manage deadlines and priorities. The person in the role must have a professional presence and a friendly, customer-oriented demeanor. The new receptionist will be working Monday-Thursday but that can change if the ideal/perfect candidate comes along. Hours are 8:30 to 5:00pm. Offering $25-30.

Responsibilities include covering the front desk on a daily basis, as well as performing a variety of front desk, office management, and administrative tasks. This is a great opportunity for someone who possesses a ‘can-do’ attitude and the willingness to adapt to daily demands and challenges as they arise.

Receptionist Duties Include:

• Daily opening and closing of office (lights, coffee, etc.)
• Answer, screen and forward incoming phone calls
• Greet and welcome clients and vendors as they arrive at the office
• Order and maintain inventory of office/mailroom and break room supplies
• Ensure reception area and conference rooms are well maintained
• Manage incoming and outgoing mail (inter-office, USPS, Fed-Ex, UPS)
• Maintain Conference Room calendar and time-off calendar
• Order lunches for internal meetings
• Review expense reports/invoices and add internal codes for processing
• Provide administrative support to departments within the organization
• Assist with office events by proposing ideas, managing the budget, and executing the plan
• Provide backup support to the Assistant Office Manager as necessary
• Other duties as assigned

Education & Experience

• Minimum of 1-year experience as a Front Desk Representative or a similar role
• Solid written and verbal communication skills
• Professional and positive attitude
• Customer service approach to interacting with all levels within the organization
• Focused and driven team player
• Proficiency in Microsoft Office (Word / Excel)
• Excellent organizational and time-management skills with ability to prioritize tasks

Senior Development Coordinator

JOB PURPOSE:

To provide complex and diversified administrative support with minimal supervision. Anticipate the needs of the Chief Development Officer and proactively solve problems and/or independently handle issues. The office seeks an experienced and collaborative administrative professional to support the Associate Vice President for Development, a role that serves as Chief Development Officer. The Associate Vice President provides strategic leadership to a team of 140 staff focused on fundraising and alumni and community relations.

If you thrive in a fast-paced environment, enjoy being part of a collaborative team and working with a wide variety of people, exhibit patience and sharp attention to detail, then this is the place for you.

Reporting to the AVP, your responsibilities include:

• Providing complex project and administrative support.
• Planning and scheduling complex calendar(s) with limited or no consultation, and resolving calendaring conflicts. Negotiating and managing the needs of individuals or groups requesting time with the principal, independently committing their time. May occasionally represent the principal by attending meetings in their absence or speaking on their behalf.
• Acting on behalf of the principal in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Using independent judgment to keep principal informed of all matters that require their attention.
• Serving as the liaison to various internal and external constituencies, including screening correspondence and telephone calls.
• Independently prioritizing, planning, coordinating and/or overseeing logistics, visits, and project work with individuals and entities internal and external to the university, including executive and senior level staff, donors, and government officials.
• Composing correspondence; developing, reviewing and editing presentations and documentation; independently researching and analyzing associated issues and/or compiling materials needed for presentation and/or decision making purposes.
• Managing complex business travel in compliance with unit, university, and sponsor policies. Processing expense reports.
• Preparing reports and analyses, identifying adverse trends and making appropriate recommendations or conclusions.
• Managing multiple projects simultaneously. Anticipating and tracking initial dates, events, and associated action items; following up with appropriate parties on behalf of principal to ensure deadlines are met.
• Handling data entry and report creation using the University’s general donor database..
• May also supervise staff.
• Providing feedback to principal and others, as required.

* – Other duties may also be assigned

To be successful in this position, you will bring:

• High school diploma and five years of relevant experience or combination of education and relevant experience.
• Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with office software and email applications.
• Strong verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to take initiative and ownership of projects.
• Demonstrated ability to handle sensitive issues and maintain confidentiality.
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, sense of humor, and sense of calm and tact.
• Ability to multi-task, manage and adapt to competing priorities to meet deadlines.

Physical Requirements*:

• Constantly perform desk-based computer tasks
• Frequently sitting
• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds
• Rarely twist/bend/stoop/squat, kneel/crawl

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

Working Conditions:

• May work flexible work schedule including weekends

Working Standards:

• Interpersonal Skills: Demonstrates the ability to work well with colleagues and clients and with external organizations
• Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned
• Subject to and expected to comply with all applicable policies and procedures, including but not limited to the personnel policies and other policies found in the Administrative Guide

Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

• Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speaker.
• A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
• A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
• Discovery and fun. Stroll through historic sculptures, trails, and museums.
• Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!

Please send your resume to lacy@capeoplesearch.com

Executive Assistant

The team seeks an Executive Assistant who thrives in a fast paced environment, enjoys being part of a small collaborative team, enjoys working with a wide variety of people, and has the ability to multitask quickly and professionally in response to requests from clients. You will have patience, flexibility, a high level of professionalism, a keen sense of priorities, and a superb level of tact and discretion.  Under direct supervision, you will provide administrative and routine support to fundraising programs and activities.  You will work with frontline fundraising staff, donors, volunteers, and other staff to assist in establishing and maintaining relationships with all university constituencies.

JOB PURPOSE:

Provide complex and diversified administrative support with minimal supervision. Anticipate the needs of the chief development officer and proactively solve problems and/or independently handle issues.

Your responsibilities include*:

• Providing complex project and administrative support.
• Planning and scheduling complex calendar(s) with limited or no consultation, resolving calendaring conflicts.
• Assisting in the design, publication and production of fundraising materials.
• Drafting meeting agendas, correspondence, and emails.  Recording and distributing meeting notes.
• Entering contact reports, solicitation information, and other relevant content regarding donor engagement in external relations database.
• Facilitating the processing of gift agreement documentation and records.
• Facilitating the scheduling of meetings on behalf of leadership, faculty, and senior team members.
• Independently prioritizing, planning, coordinating and/or overseeing logistics, travel arrangements, visits, and project work with individuals and entities internal and external, including executive and senior level staff, donors and government officials.
• Retrieving information about prospects and donors, updating records, and generating simple reports using the university external relations database.
• Building a network of relevant contacts and staying informed on current initiatives and activities.  Building strong relationships with all staff, senior administrative staff.
• Managing complex business travel in compliance with unit, and sponsor policies.
• Assisting in the planning and implementation of events and donor cultivation, as needed
• Reviewing and tracking funds, and reporting on use of gifts, as assigned.
• Managing multiple projects simultaneously. Anticipating and tracking initial dates, events and associated action items; following up with appropriate parties on behalf of supervisor to ensure deadlines are met.
• Tracking budget(s) and processing reimbursements for department.
• May also supervise staff.

* – Other duties may also be assigned

To be successful in this position, you will bring:

• High school diploma and five years of relevant experience or combination of education and relevant experience.
• Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with Microsoft Office suite; knowledge of database systems, such as Microsoft Access.
• Strong verbal and written communication skills.
• Strong organizational skills and sharp attention to detail.
• Ability to work efficiently, juggle tasks simultaneously, meet deadlines, and achieve goals.
• Demonstrated ability to handle sensitive issues and maintain confidentiality.
• Excellent interpersonal skills and ability to interact with a wide range of people.
• Ability to multi-task, manage and adapt to competing priorities to meet deadlines.

PHYSICAL REQUIREMENTS*:

• Constantly perform desk-based computer tasks.
• Frequently sitting.
• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
• Rarely twist/bend/stoop/squat, kneel/crawl.

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

WORKING CONDITIONS:

• May work flexible work schedule including weekends.

WORK STANDARDS:

• Interpersonal Skills: Demonstrates the ability to work well with colleagues and clients and with external organizations.
• Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.

Subject to and expected to comply with all applicable policies and procedures, including but not limited to the personnel policies and other policies found in the Administrative Guide.

Some Benefits

• Freedom to grow.We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speaker.
• A caring culture.We provide superb retirement plans, generous time-off, and family care resources.
• A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
• Discovery and fun.Stroll through historic sculptures, trails, and museums.
• Enviable resources.Enjoy free commuter programs, ridesharing incentives, discounts and more!

Please send your resume to lacy@capeoplesearch.com

About the role

Have you always been intrigued by the venture capital space and want more exposure to this sector which serves as critical catalyst for innovation? Do you enjoy working in a setting where you have the autonomy to do your best work?  If so, we have the perfect role for you. We are currently seeking a highly skilled Executive Administrator who will support two of our investment partners/executive leaders.The company believes their EAs are the glue that helps hold their teams together and are critical to the firm running smoothly.

Your responsibilities will include:

• Managing the very busy schedule of two investment partners, which includes scheduling team meetings; domestic and international travel; speaking engagements; executive summits; and many other professional engagements.
• Serving as the first line for the partners by employing your best judgment when fielding meeting and other requests of their time.
• Working within Concur to book travel and expense reporting.
• Work closely with partners to ensure they stay on schedule and are fully informed of important topics related to his travels and overall schedule.
• Overseeing the procurement of new hire equipment, pre-onboarding, and setup, with the support of the Office Administrator and IT.
• Partnering with the head of People Operations to ensure smooth local employee on-boarding and off-boarding for the U! S Capital team.
• Organizing periodic morale events and other activities for the US Capital team.
• Building tight and productive working relationships with members of leadership and other key stakeholders.
• Collaborating on projects with other EAs both locally, and globally, as required.
• Providing peer coverage, as needed.

Requirements:

• Associates Degree required, Bachelor’s Degree or higher preferred.
• 3+ Years of experience supporting top-level executives in Venture Capital, Private Equity, or Investment Banking is required.
• Proven experience and interest in general office management.
• Excellent customer service and communication-both written and verbal-skills.
• Ability to cultivate strong working relationships with leaders and other key stakeholders.
• Resourcefulness and the ability to work in a fast-paced environment while handling multiple tasks and maintaining an attention to details.
• You will be entrusted to use best judgment in planning and execution, therefore will need to operate very effectively using independent decision making to drive successful outcomes.
• Proven ability to be discreet, while understanding the importance of required confidentiality.
• Proficient to Advanced office tool skills: Microsoft Outlook, Word, PowerPoint, DocuSign, Box, Slack, Concur, and Excel.
• A great attitude and an ability to see navigating challenges and obstacles as learning opportunities.
• A positive attitude and willingness to pitch in where needed is absolutely required to be successful in our collaborative environment where we work as a team.
• Ability to travel globally to work sites, as needed (less than 5%). (not sure about where globally but I can find out).

Seeking Sr. Executive Assistant to General Partner / Co-Founder for Venture Capital firm in Menlo Park, California. 

Responsibilities:

• Arrange extensive domestic/international travel itineraries, including flights, lodging and ground transportation for the Executive and family members.
• Handle heavy calendaring for domestic / international travel and meeting schedules.
• Manage Executive’s workflow including mail, correspondences, screening telephone calls, scheduling and coordinating calendar without errors and in a timely manner. Priorities, prepare responses, and/or refer appropriately.  Anticipate needs and issues where possible.
• Compile accurate and complete correspondences, reports, presentations and recommendations in a timely
• Coordinate meetings and travel schedules among Executive Assistants from our other branch offices globally.
• Provide complete and detailed communication with Executives and other Executive Assistants.
• Interface with high level investors and CEOs.
• Coordinate / finalize schedule of Board meetings with Assistants of portfolio companies and other Board members.
• Stay current on all activities/commitments of the Executive and anticipate needs and assist accordingly.
• Prepare and execute wire transfers for business and personal investments as necessary; coordinate with finance staff and /or other financial institutions with regards to the Executive and family’s financial activities.
• Complete assigned projects and ensure high quality deliverable within expected time-frames.
• Maintain files in an organized and current manner with the appropriate safeguarding of confidential or proprietary information.
• Prepare and complete monthly expense report accurately.
• Maintain accurate and current Executive’s contact database.
• Collect and prepare detailed information for the Executive’s needs in discussions/meetings; coordinate and prepare materials and information for the Executive’s speaking engagements and conferences.
• Provide back-up support to other Executive Assistants.
• Work at firm wide events such as holiday events, team building events which may require traveling.

Requirements:

• Language skills – Written and spoken fluency in English & Japanese.
• Strong Microsoft Office skills.
• Ability to represent the Executive to outside companies and related organizations in a respectful manner.
• A team player with exceptional organization and communication skills.
• Ability to work well with stressful environment with grace.
• A personality that is not highly sensitive and understands and can handle personalities under pressure.
• Highly reliable, flexible, professional and confident.
• A high degree of discretion and confidentiality.
• Flexibility and availability after hours for 24/7 requests.

Poised, articulate and must be a team player. Demonstrate professionalism, courtesy and responsiveness at all times.

A dynamic, fast-growing organization is in search of an excellent Executive Assistant

Job Summary

In search of an Executive Assistant who wants to join an organization at the forefront of enabling institutional investors and corporations to address global sustainability challenges through improved business performance on environmental, social, and governance factors. You are self-motivated, detail-oriented, and have experience providing administrative support to a C-level executive. You seek a fast-paced position with a variety of responsibilities. Your excellent organizational and time management skills ensure that deadlines are met for key projects and that details are not overlooked. You regularly demonstrate sound judgment and have a proven track record of making efficient and informed decisions when confronted with competing priorities. Finally, you have deep experience managing a C-level executive’s calendar, planning executive travel and accommodation, possess strong interpersonal skills, and are an effective communicator and collaborator.

Reports To: CEO

Areas of Responsibility:

Our office is fast-paced and while the primary areas of responsibility are as follows, we value adaptability and a collaborative mindset.

-Manage the CEO’s calendar, assist with travel planning, scheduling and accommodation

-Prepare documents, presentations, reports, and memos for internal and external meetings

-Assist CEO in engaging with external stakeholders – scheduling meetings and calls, providing CEO with background documentation in advance, and preparing all engagement materials

-Answer inbound calls and emails, distribute and respond as needed

-Maintain key contacts in Salesforce (CRM) and ensure interactions are documented

-Work with our Communications Team to prepare for external speaking engagements

-Coordinate with C-suite executives and their EAs at other organizations

-While support of the CEO is the primary focus for this role, the EA will also provide some limited support of the President (e.g., scheduling external meetings, etc.)

Qualifications

-Commitment to the company’s mission and enthusiasm for working in a start-up environment

-Experience providing administrative support to C-suite executives

-Experience organizing and supporting internal and external events and meetings

-Ability to manage a complex calendar and exercise judgement as to scheduling priorities

-Experience with Salesforce (CRM), Office 365, expense reports

-Strong people skills – willing to proactively reach out to people to establish relationships

-Polished and professional verbal and written communication skills

-Execution-oriented, proactive approach to problem-solving with strong decision-making skills

-5+ years’ relevant experience, preferred in Financial Services

-BA required

-Special ADA Requirements

-The company is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate applicants or employees with disabilities, and will make reasonable accommodation when necessary.

-For the purposes of ADA, the “Essential Duties and Responsibilities” and “Qualifications” are essential job functions.

-Work is normally performed in a typical interior/office work environment, with typical office noise, equipment, and with staff tending to other business transactions.

-Both standing and sitting are required for extended periods of time, with majority of work of the job done sitting. Approximately three-quarters of the time performing job duties is spent using a computer keyboard.

-Various types of office equipment/supplies are used to accomplish the job requirements and include, but are not limited to phones, computers, pens, pencils, calculators, computer keyboards, telephone, printers, etc.

-Required to drive personal auto to other work sites for meetings, conferences, etc.

-Location & Logistics

-This is a full-time position with benefits, located in San Francisco, CA or New York, NY.

US work authorization required. The company will not sponsor applicants for work visas.

Offering $80-90 K salary excellent bonus/ vesting plan.