Why California People Search?

We would love to work with you to find your dream job! At California People Search, you will see passion and excitement in helping you succeed in the next chapter of your career. We will schedule a 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. You will not be disappointed. We specialize in the unique niche of executive assistants, administrative support, and human resource professionals but we also have other positions available to be filled.

Front Office- $23
Santa Clara, Ca

We are in search for a candidate to assist the Santa Clara office, this is a temporary role. Ideal candidate is experienced with shipping via FedEx. Pay is $23 p/hr

Details:

  • 8am – 5pm
  • Customer service oriented, business casual dress, cheerful attitude and represents the company well
  • Collecting/issuing badges
  • It will entail opening the front doors, checking voicemails throughout the day, greeting employees/vendors, contacting property managers/facilities coordinator with any issues that arise
  • Making sure that anyone coming in follows COVID protocol
  • Sorting and distributing USPS mail, FED EX, and UPS and resolving any issues
  • Create shipping labels in FED Ex software (both domestic and international)
  • Extra projects as needed such as researching products, services, businesses
Office Administrator – $75k
Sunnyvale, Ca

Office Administrator (Sunnyvale)

Radford Match:  9902/3-Administrative Support

Our client is seeking an Office Administrator/Receptionist for our Sunnyvale, California headquarters.  The candidate should be a self-starter who is friendly, upbeat, reliable and motivated to help cultivate a fantastic work environment and culture. This is a vital role that will work closely with various levels of executives, employees and vendors.  The successful candidate will be comfortable managing a busy desk and taking on new responsibilities as required by the business.  This candidate would report directly to the Facilities Manager.

Duties include but are not limited to:

               Facilities Support:

  • Assist Facilities Manager with overall organization and upkeep of the Sunnyvale office.
  • Request maintenance services (HVAC, break room and kitchen appliances, etc.) and maintain good relations with vendors and property management.
  • Manage office access: verify employee entrance, and greet and register visitors.
  • Oversee inventory, ordering and stocking of supplies for kitchen and office areas.
  • Organize company meetings and celebrations as required including coordination of vendor support services.
  • Inspect print stations and refill paper as needed.
  • Monitor recurring food deliveries, coordinate food and snacks for office events.
  • Keep office floor plans and employee location information updated.
  • Process incoming and outgoing mail.
  • Manage new hire welcome packages and anniversary correspondence.
  • Support executive administrators as required.
  • Replenish first aid cabinets.
  • Manage subsidized lunch program as required.
  • Realize cost savings in assigned activities.

 

Procurement Support:

 

  • Enter purchase requisitions in the Coupa procurement system.
  • Review Jira tickets, create PR’s, and track deliveries for new hire and employee requests for IT-related supplies.
  • Process monthly corporate credit card expense report.

 

Qualifications:

 

  • At least three years of experience as an Office Administrator / Receptionist in a corporate environment mandatory.
  • At least three years of experience with a procurement system such as Coupa desired, including inputting requisitions and monitoring their approval.
  • Outstanding communication skills, both written and oral.
  • Fantastic interpersonal skills and an approachable personality.

 

 

  • Minimum two-year college degree or relevant experience, four-year college degree a plus.
Executive Assistant- $120k plus
San Francisco, Ca

Your Mission:

The Executive Assistant’s mission is to drive the organization by bringing simplicity and support to our CEO by helping them make the best decisions possible, both by removing distractions, organizing information and providing the right context. You are a high-energy strategic thinker, and detail-oriented / proactive problem solver. This role will help keep our executive focused on their priorities.

You’ll perform essential administrative and operational tasks to support both the personal and professional workflows of the leadership team.  As the executives’ gatekeeper, the Executive Assistant will have the highest level of discretion. This is the first Executive Assistant role in company history – and will offer a unique opportunity to have an outsized impact on a growth-stage business.

In the role you will:

  • Plan agendas and provide high-quality meeting notes, perform action follow-ups for cross-functional leadership syncs
  • Perform stand-in note-taking roles in meetings the CEO cannot attend, but requires visibility or decision making input on
  • Plan and execute senior leadership meetings and off-sites to maximize decision-making and alignment
  • Manage executive calendar, projects, logistics, and reporting for key department initiatives
  • Coordinate and organize both the professional and personal rituals of the CEO to support balance and efficacy
  • Organize recurring reports for executive team on a range of business-critical topics as well as partner with internal teams to manage customer meetings and communications for the CEO
  • Draft presentations, proposals, reports, and other business correspondence for the CEO
  • Partner with leaders to understand their priorities and build processes to make their organizations more effective
  • Produce and coordinate regular roll ups of key company metrics
  • Lead ad hoc projects as needed

About you:

  • Looking to build a strong, long-term and personal relationship with an executive and strengthen over the span of years
  • Excited about supporting both business and personal functions of the CEO to promote their overall efficacy in the role and life
  • Prides self in being detail-oriented, proactive and able to handle complex and highly realtime calendar coordination
  • Strong organizational skills necessary to organize and deal with the workload that involves tight deadlines, managing multiple tasks and projects simultaneously
  • Excellent research, communication and note-taking skills within the modern work tools stack (Zoom conference, Google Sheets, GMail, Docs)
  • Understands tactful communication and the discrete / confidential nature of supporting personal and professional matters of an executive
  • 3+ years of executive assistant experience in a fast-paced, high-tech environment (Bonus if worked at an Enterprise SAAS Org!)
  • Ability to manage urgent requests to enable the CEO to execute top priorities
  • Ability to resolve matters at the San Francisco headquarters when needed
  • Team player with a positive attitude, high emotional IQ, sense of humor and a passion for what you do

Comp Package Includes:

  • Competitive compensation
  • Equity in a fast-growing tech company
  • World class benefits including 100% company paid health insurance
  • Free lunches and snacks
  • Generous Maternal and Paternal Policy (3 months fully paid!)
  • Awesome company events
  • Unlimited PTO (which we want you to use!)
  • A beautiful office in the financial district of SF!
  • Dog Friendly!
Office Coordinator- $90k
Bay Area

The Opportunity

 As a key member of the Washington DC Facilities team, the office coordinator will assume a critical role in being the main point of contact for the office and helping to maintain an efficient and professional office environment. The ideal candidate will be a “go to” person in helping run the office. This position will report to the Director of Facilities and will work very closely with the office manager.

 

Role and Responsibilities

  • Prepare the office in the morning, working closely with the Office Manager;
  • Perform a continuous sweep of the building to ensure office, kitchen, restroom supplies are replenished and perform general “housekeeping tasks” as needed;
  • Manage daily lunch ordering, delivery and set-up;
  • Manage daily pick-up and distribution of mail from building lobby and UPS.
  • Manage office supply ordering;
  • Assist with All Team meeting preparations;
  • Perform back-up responsibilities for office manager;
  • Help to coordinate new employee on-boarding with office manager;
  • Help to coordinate vendors for events, working closely with the events team.

Qualifications, Skills, and Requirements

  • 3-4 years experience as an office assistant coordinating day-to-day office operations and providing administrative support;
  • Excellent written and verbal communications skills
  • Familiarity working in a MAC office environment preferred;
  • Experience working in a fast-paced office environment;
  • Able to represent the company with professionalism, integrity and a strong customer service attitude;
  • An enthusiastic team player who is willing to tackle anything from small internal administrative tasks to high profile requests;
  • Detail oriented with the ability to organize, prioritize and manage multiple responsibilities within a fast-paced environment;
  • An independent and proactive self-starter who is motivated to take on additional responsibilities over time;
  • Collaborative with strong interpersonal skills, and the ability to integrate quickly into a small team;
  • Able to work in an environment that requires discretion in dealing with confidential matters.

Location

Is Bay Area-based organization with offices in Chicago, New York, Oakland, Palo Alto and Washington, D.C. This position is located in Washington DC.

Compensation

 The salary for this role is highly competitive and commensurate with experience. The company offers excellent organizational benefits.

Facilities Specialist $90k
San Francisco, Ca

The Opportunity

As a key member of the Facilities team, the Facilities Specialist will assume a critical role to deliver an optimal employee and guest workplace experience. The ideal candidate will be the “go-to” person in running day-to-day operations in the office. This position will report to the Director of Facilities, who will assign facilities-related projects on an as-needed basis.

Role And Responsibilities

  • Ensure that the office is fully operational, with all systems, utilities, and equipment functioning properly.
  • Act as the main point of contact for the landlord’s chief engineer, property manager, and security system vendor.
  • Oversee inventory management to ensure supplies throughout all areas of the office are ordered and replenished.
  • Oversee building vendor services provided and respective schedules.
  • Manage daily lunch ordering, delivery, and set-up when applicable.
  • Manage daily pick-up and distribution of mail.
  • Provide excellent customer service to our staff, guests, and vendors.
  • Work with IT to ensure all office technology is working appropriately.
  • Maintain organization of the storage area.
  • Travel to and perform backup responsibilities for other Bay Area offices (East Palo Alto, Palo Alto, Oakland) when necessary.
  • Partner with HR and IT to coordinate new employee on/offboarding details.
  • Help to coordinate vendors for events; working closely with the Events team.
  • Prepare the office each morning for opening, checking safety/security protocols, and perform general housekeeping tasks as needed.
  • Work closely with the Director of Facilities to develop office systems and processes to improve the employee workplace experience.

Qualifications, Skills, And Requirements

  • 3+ years experience providing facility oversight, coordinating day-to-day office operations, and providing office maintenance and support.
  • Excellent written and verbal communication skills.
  • Experience in working in a fast-paced and dynamic office environment.
  • Able to represent the company with professionalism, integrity, and a strong customer service attitude.
  • An enthusiastic team player willing to tackle anything from small internal administrative tasks to high-profile requests.
  • Detail-oriented with the ability to organize, prioritize and manage multiple responsibilities.
  • An independent and proactive self-starter who is motivated to take on additional responsibilities over time.
  • Collaborative with strong interpersonal skills and the ability to integrate quickly into a small team.
  • Able to work in an environment that requires discretion in dealing with confidential matters.
  • Bachelor’s Degree preferred.
  • Familiarity working in a MAC office environment preferred.

Location

Is a Bay Area-based organization with offices in Palo Alto, East Palo Alto, San Francisco, Oakland, Los Angeles, Chicago, New York, and Washington, D.C. This position is located in San Francisco.

Compensation

The salary for this role is highly competitive and commensurate with experience. The company offers excellent organizational benefits.

Building a diverse and inclusive workforce is key to our mission and values as we strive to create systemic change and open possibilities for all of the communities we serve. To that end, we provide equal employment opportunities to all applicants without regard to race, color, religion, sex, sexual orientation, national origin, age, disability or genetics.

Administrative and Operations Role- $75k

Exciting start up is seeking Administrative and Operations candidates. Requires a degree and one year start up experience in a supportive role.

 

Data Analyst $35 p/hr
Bay Area

The Data Analyst will assume a critical role in updating and maintaining data quality for the team.  The ideal candidate will have a keen attention to detail as the team’s “go to” person to ensure CRM (Customer Relationship Management ) data is accurately and consistently captured, running CRM reports as needed, and will provide direct support to sales team members for records generation, data integrity and data gathering.

 

Core Responsibilities:

  • Inputs data into the CRM system and creates and runs reports based on the information
  • Enters client and account data from source documents within time limits
  • Verifies data accuracy
  • Researches and obtains further information for incomplete entries
  • Reviews data for deficiencies or errors, correcting any incompatibilities and checking output
  • Responsible for maintaining accurate up-to-date information in the CRM system
  • Keeps information confidential as needed
  • Interacts with industry partners and teams as needed
  • Attends related team meetings as needed

 

Minimum Qualifications – Education and Work Experience:

  • AA Degree or completed two years in college
  • At least 2 years of experience with CRM data entry and analysis
  • Experience with MS Office programs: Word, Excel and PowerPoint

 

Knowledge, Skills and Abilities

Knowledge of:

  • The basic principles of a CRM system, preferably Simpleview or equivalent
  • The principles of data quality report and monitoring
  • Excellent written and verbal communications skills
  • The travel and tourism industry; understands industry terms and concepts

 

Ability to:

  • Work independently, be self-driven and take initiative
  • Work collaboratively as part of a team
  • Learn quickly and engage in self-applied training; pick up concepts with written or video tutorials
  • Develop standard operating procedures and processes

 

Corporate Paralegal $115k plus Bonus
Palo Alto

JOB SUMMARY

The Corporate Paralegal works effectively and collaboratively with attorneys and client teams across offices and assists in preparing and filing documents related to incorporation and corporate governance. The Corporate Paralegal works directly with clients during transactions, such as financings, initial public offerings and mergers and acquisitions.

 

PRINCIPAL DUTIES AND RESPONSIBILITIES*

  • Assists with the formation, maintenance and dissolution of corporations, limited liability companies, limited partnerships and other types of business entities.
  • Assists in all phases of venture capital financings, mergers and acquisitions, public offerings, and loan and securities transactions; coordinates all related pre- and post- closing documents.
  • Assists with all aspects of stock issuance and stock plan administration, including preparation of stock option agreements, stock purchase agreements, and stock transfer agreements.
  • Uses web-based equity tracking systems, including Carta and Shareworks, to maintain company capitalization, including preparation of stock certificates, debt and equity issuances, and capitalization spreadsheets.
  • Serves as a liaison with ongoing clients regarding the maintenance of stock records and corporate records; provides assistance with additional corporate maintenance as necessary.
  • Assists attorneys with the drafting, preparation and filing of registration statements, form 144s, proxies and other periodic filings with the SEC, Rule 144 opinions, and performs searches on EDGAR.
  • Assumes additional responsibilities as assigned.
  • Contributes to the Firm’s Service Excellence initiative to consistently improve its image internally and externally. Displays professionalism, quality service and a “can do” attitude to internal members/departments of the Firm as well as external clients and vendors via electronic and print correspondence, over the telephone and in-person.

 

MINIMUM QUALIFICATIONS

Knowledge/Skills/Abilities:

  • Strong written and oral communication skills
  • Strong organizational skills and attention to detail
  • Proficient in Microsoft Office
  • Strong familiarity with Carta, Shareworks and/or similar Web based equity tracking systems
  • Ability to supervise senior project assistants and/or project assistants
  • Ability to track and process expenses
  • Ability to work overtime and travel Education:
  • BA/BS preferred.
  • For positions in California, meets the requirements of the California Business and Professions Code Section 6450-6456.
  • Notary preferred.

 

Experience:

  • Three years of related experience including general corporate and transactional work preferred
Executive Assistant- $130k
San Francisco, Ca

Prestigious firm in the Bay Area is in search of an Executive Assistant to support one partner, one VP and 2 associates. Ideal candidate is fluent in the Japanese language.

The Executive Assistant will: 

  • Assist with multiple executive calendars – scheduling, organizing, and managing complicated schedules with internal and external participants.
  • Understand business priorities and identify process improvements
  • Document meeting minutes, lead meeting communications and ensure action items are followed through when needed
  • Manage relationships and communication with employees, partners, business connections, investors, family, and friends.
  • Lead projects and programs such as the company all hands meetings, intranet management and projects that span the entire executive team.
  • Compose and prepare correspondence, slide decks, presentations, meeting materials, etc.
  • Organize the logistics and planning for events, trainings, and meetings
  • Research and plan professional travel, organize activities and manage expenses.
  • Prepare expense reports and manage purchase requisitions

Qualifications:

  • Must be fluent in Japanese
  • 5+ years of experience providing administrative assistant experience supporting multiple senior leaders and project/program managing
  • Prioritize and execute multiple projects/tasks with tight deadlines
  • Proven expertise in written and verbal communication, demonstrating strategic, professional, creative, and succinct communication.
  • Be a motivated self-starter who works independently, effectively problem solves and prioritizes work, and anticipates the needs of the leaders
  • Have high level of maturity, and ability to exercise good judgment, discretion & confidentiality in all tasks
  • Demonstrate the ability to remain positive, organized and focused in a fast-paced, high performance startup environment

 

Part Time Executive Assistant – $50 hr.
Menlo Park, Ca

Venture capital specializing in health care is seeking an Executive Assistant to be the point person for their Menlo Park office. This opportunity is part time with flexible hours and full time benefits. The Executive Assistant will be the physical presence and extension of their Ops Administrator and will support a new principal and new partner. As the Executive Assistant you will be involved in all aspects of the business, and will have an understanding of what the company is doing as you will be an integral key player in the organization.

 

Requirements:

– Collaborate weekly with Ops Administrator who is out of state with HR and office matters

-Calendaring

-Scheduling

-Expense reports

-Event Planning, Executive Assistant will help and be involved in planning 2 essential events around the Bay Area, and 1 event for their London Office

 

Benefits:

-Trip to London office paid by company

-Opportunity to work outside the typical administrative work

-Flexible hours- morning hours are ideal but flexible

-Profit sharing

-Free lunches

 

Qualifications:

-EA support experience a plus

-Degree- not required, but a plus

-No Venture Capital experience required- but a plus if you have it.

 

Hours are 20-30 a week.

Administrative Assistant/Office Manager -$30-$35

Are you in search of a role that will provide you with a lot of flexibility? This role is ideal if you’re a busy mom looking to make some hours during the week. The minimum hours will be 25 a week, you will be able to make your own schedule, however, persistent 25 hours is a must. Ideal candidate is organized, proactive and will be one step ahead when assisting the office and associates. You will schedule zooms, be comfortable with databases, work on special projects, work on payroll in ADP, keep the kitchen stocked, and be the go to person.

If interested please email Becki Clague your resume, becki@capeoplesearch.com

JR Executive Assistant -$115k
San Francisco, Ca

Dream job alert!  As a Junior Executive Assistant with 2 years of experience, this is your time to shine. Ideal candidate has experience making travel and accommodation arrangements, has supported at least one Vice President and is very polished. This is a great opportunity to work for a prestigious firm in the city.

 

If interested, please send Becki Clague your resume, becki@capeoplesearch.com

Executive Assistant- Marketing $115k
Culver City, Ca

The Opportunity As a key member the Marketing team, the Executive Assistant will assume a critical and collaborative role in supporting the calendars of two Senior Marketing Directors with day to-day calendar support and project management across the team with various projects and initiatives. The ideal candidate is confident, poised and enjoys the rigor of a fast paced and often unpredictable schedule. This person has excellent time management skills, judgement and works with the highest discretion. This position is based in Los Angeles with travel as needed and will report to the Senior Executive Administrator.

Role and Responsibilities Scheduling/Calendar Management:

  • Manage Senior Directors calendar by coordinating meetings and sending invites for the team, ensure meetings and schedule stays on track, manage team’s shared calendars, and rescheduling as needed. Proactively communicating changes and anticipating scheduling conflicts with a timely response.
  • Coordinate booking/changing flights, hotel reservations, coordinating and communicating travel logistics amongst the team. Help pull together travel budgets for conferences and trips. Meeting Preparation
  • Coordinate meeting logistics including drafting agendas, preparing briefing materials and sending agendas in advance, help to solicit agenda items for weekly standing meetings from various people on the team (e.g. Legal Sync), taking notes, managing action items and next steps, booking and prepping meeting rooms, setting up videoconference/calls, coordinating food/beverages as needed. Administrative
  • Provide administrative support for the Marketing team and partner with the CMO’s Executive Administrator on requests. Responsibilities range from ordering lunch/dinner, sending out FedEx shipments, managing Marketing inventory (swag and creative materials) and library (previously created work), etc. Assist other staff with overflow work and special projects as requested.

Project & Office Management:

  • Point of contact between Marketing team in LA and Palo Alto offices, to help maintain office aesthetics and field requests/needs in relation to LA team’s office needs.
  • Project support on individual projects as needed: examples include project management (helping to maintain schedules and deadlines, meeting notes, follow ups on next steps), and support on branded merchandise/swag product research and production.

Qualifications, Skills, and Requirements Education and Work Experience:

  • Bachelor’s Degree
  • 4+ years’ experience in an administrative role
  • Excellent written and verbal communications skills
  • Familiarity working in Mac hardware and Apple software preferred
  • Experience in working in a fast-paced creative environment

The Ideal Candidate is:

  • Detail-oriented with the ability to organize, prioritize and manage multiple responsibilities within a fast-paced environment. Strong attention to detail and excellent communication skills.
  • A proactive and highly organized self-starter who is motivated to act with a sense of urgency, problem-solve, offer up solutions, and take on additional responsibilities.
  • Collaborative with strong interpersonal skills, an inherent positive and caring attitude with the ability to integrate quickly into a growing team.
  • Able to work in an environment that requires utmost discretion in dealing with confidential matters and projects.
  • Able to represent the company with professionalism, integrity, and a strong customer service attitude. • An enthusiastic team player who is nimble and willing to tackle anything from small internal administrative tasks to larger scale projects.
  • Hungry to learn, curious to ask questions, and desires to engage in exploration individually as well as being part of a team.

 

Compensation: The salary for this role is highly competitive and commensurate with experience. The company offers excellent organizational benefits. Applications should consist of a letter of interest and a current resume. Building a diverse and inclusive workforce is key to our mission and values as we strive to create systemic change and open possibilities for all the communities we serve. To that end, we provide equal employment opportunities to all applicants without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, or genetics

Office Coordinator $60k
Bay Area

Office Coordinator Job Description

Candidate must have front desk or relevant customer service experience, the ability to prioritize, be very professional, extremely detail oriented, a quick learner, resourceful, multi-task and anticipate needs. Reception candidate will also have excellent communication and organizational skills and discretion with confidential materials. We’re looking for an outgoing, smart, polished go-getter who would fit well with our team. This role is one part of a two-person team, so the candidate must work well with others.

 

This is an amazing opportunity for the right motivated and talented candidate looking to get a foot in the door at a high profile Venture Capital company!

 

Responsibilities include:

  • Greeting and seating meetings; offering any assistance needed to prepare them for their meeting
  • Answer the main phone lines and direct callers in a pleasant manner
  • Communicating with the Executive Assistants to notify them of meetings
  • Planning and ordering lunch for the entire office
  • Keeping inventory of supplies and food in the kitchen and ordering what is needed on a weekly basis
  • Organizing and delivering mail and packages
  • Reconciling monthly expenses
  • Ordering business cards
  • Ability to be handed a task, independently research and report back with suggestions
  • Work with the Admin team on various work-related projects
  • The main contact for building maintenance and facilities
  • Coordinate birthday celebrations

 

Ideal Candidate has:

  • Positive attitude and can-do spirit
  • Ability to thrive in busy environment
  • Takes direction well and is a team player
  • Can stay organized while multi-tasking

 

Administrative Assistant/Office Manager $85k
San Francisco, Ca

High-profile hedge fund is currently looking for an energetic Administrative Assistant/Office Manager to Assist two Partners. The ideal candidate is a go-getter, open-minded, hardworking professional with a positive attitude.  Must be able to work early hours (Stock-Market hours)!

 

**PERKS INCLUDE: BEAUTIFUL OFFICES/ HYBRID SCHEDULE/COLLABORATIVE TEAM/EARLY HOURS/AMAZING BENEFITS**

 

Responsibilities of the Administrative Assistant/Office Manager

  • The Face of the Fund, Welcoming Guest in person or on the phone
  • Extensive use of Outlook to schedule all meetings and conference calls
  • Gatekeeper function: phone coverage and screening; handling correspondence.
  • •Manage the conference room schedule and partner with IT to facilitate meeting set-up.
  • •Coordinate external visitors with building security, greet guests, work directly with couriers, and manage mail.
  • Receive and distribute all mail, faxes, parcel deliveries, and messenger services; prepare outgoing FedEx shipments.
  • Help with lunch orders and guide lunch deliveries; provide communications to team members.
  • Maintain office supplies and kitchen area; replenish stock as needed
  • Assist with planning and execution of team building events for employees and large-scale events for external guests.
  • Communicating with sell side to obtain research and models; creating and assembling detailed research packets using internet and research outlets (such as FactSet); extracting brokerage and company generated reports.
  • Organize and schedule domestic and international travel arrangements, prepare related travel itineraries.
  • Prepare expense reports; maintain records of receipts and paperwork.
  • Provide back-up coverage for one other assistant.
  • Hours are 6am – 3:30pm (No Overtime)

 

Qualifications

  • Bachelor’s Degree
  • Maximum 2+ years of Admin support experience
  •  Superb interpersonal and written communication skills, strong emotional intelligence
  • Extremely organized, solution and detail-oriented, highly motivated, self-driven, team-player
  • Prefer 1 year of work experience in Venture Capital, Private Equity, Private Wealth Management, and/or Investment Banking environments is ideal
  • Experience with Microsoft Office Suite (Word, Excel, Outlook and PowerPoint)

 

 

 

Receptionist $75k
Menlo Park, Ca

An established and prestigious venture capital firm, in Menlo Park, is seeking a full-time Receptionist / Office Assistant. This is an ideal opportunity for a polished articulate and enthusiastic candidate who enjoys providing excellent customer service in a challenging and fast-paced office. We are looking for an engaging individual to act as the face and voice of the company, as they greet outside contacts, respond to inquiries (both internal and external), and provide the highest level of customer service to guests. The candidate should have a professional demeanor and excellent interpersonal skills that will ensure their success in this highly visible role. The ideal candidate will have the diplomatic savvy, and EQ skillset, to interact with entrepreneurs, high-profile guests and investors; as well as, the ability to prioritize a high-volume of tasks all the while being attentive to detail.

 

Job Responsibilities, include but not limited to:

  • Welcome guest by greeting and directing appropriately; answers guest inquiries; assists with audio-visual needs
  • Notifies internal team of guests’ arrival
  • Maintains communal office space and conference room appearance; assists with scheduling
  • Answers and directs all calls to the appropriate person; informative resource for contacts
  • Keeps a safe and clean reception area by complying with policy and procedure; partners with security personnel when appropriate
  • Sort and distribute incoming and outgoing packages and mail
  • Provide administrative support for office as a whole (copy machine/printer maintenance maintain copy rooms and supplies, order office supplies as needed)
  • Coordinate facility needs with office manager (i.e., cleaning, repairs, maintenance)

 

Qualifications:

  • University/College degree is preferred, or equivalent work experience
  • Proficient in Microsoft Office Suite and Google Calendar/Gmail
  • Familiarity with telephone etiquette
  • Ability to multi-task and detail oriented
  • Flexibility to adjust to dynamic work environment
  • Neat, organized, able to work independently and interdependently in close work quarters
  • Warm, gracious, friendly guest-services oriented with excellent communication skills
  • Proactive, helpful, can-do attitude
Executive Personal Assistant $130k Plus Bonus
Palo Alto

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 Hong Kong. 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 Foundation 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
  • 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)
Talent Acquisition Specialist $90-100k
TX- Remote

Our client, a leading digital performance publishing group, is looking for a Talent Acquisition
Specialist who will oversee the full-cycle recruiting.
If you are passionate about people and see yourself as an influencer change agent – your
place is with us!

What’s the Job?
• Responsible for leading full-cycle recruiting: sourcing candidates, reviewing resumes,
screening candidates through phone interviews, coordinating professional
interviews, post-interview follow-up and conducting HR interviews
• Creatively recruit top-notch candidates and maintain a strong pipeline of talent
while executing a meaningful candidate experience
• Work closely and collaboratively with hiring managers
• Collaborate with the recruiting team, HR and other partners on process
improvements, events, employer branding, and various other initiatives
• Consult with line management and provide daily HR guidance

Experience, Skills, and Qualifications:
• At least 5 years of experience as a Talent Acquisition Specialist, or similar.
• Experience in high-tech organizations and global recruiting
• Ability to multi-task and priorities workload
• Energetic, vital, positive, highly engaged and motivated

Human Resources Business Partner- $135k
TX- Remote

Our client, a leading digital performance publishing group, is looking for a talented HRBP who will play a strategic and hands-on role in designing and maintaining a strong company culture and driving employee engagement.

If you are passionate about people, eager to coach and mentor leaders and individuals, see yourself as an influencer change agent – your place is with us!

What’s the Job?

 

  • Consult with line management and provide daily HR guidance
  • Responsible for administering performance management program
  • Advise leadership on hiring and terminations
  • Administer payroll and employee benefits
  • Provide guidance on employee behavior and conflict resolution
  • Conduct investigations in response to employee complaints
  • Recruit candidates and conducting HR interviews
  • Partner with leadership to develop succession plans

 

Experience, Skills, and Qualifications:

 

  • At least 4 years of experience and proven success serving as an HR Business Partner in a fast-paced, high-tech environment
  • A proven track record of working in growing organizations and effectively interacting with senior management
  • A. in a related field
  • Strong oral and written communication skills
  • Strong emotional intelligence (EQ) and analytical skills
  • Experience presenting and using data to make decisions
  • Online marketing industry experience
  • Diverse background in human resources and expertise in (including, but not limited to) employee relations, benefits and compensation management, training, compliance, and recruitment

 

Receptionist
Location: Menlo Park, Ca

Specific Responsibilities include:

Receptionist Responsibilities:

Provide phone coverage for the office and direct calls to appropriate parties in an efficient and professional manner.
Greet guests in a gracious and welcoming manner. Ensure they are promptly announced to the appropriate party and escorted to the designated conference room.
Provide general support for guests.
Coordinate and ensure neat appearance of reception area and conference rooms.
Manage meeting room calendars and set up conference room Zooms and dial-ins for meetings.
Serve as point of contact for vendors.
Arrange and coordinate food and beverages for meetings as requested by staff.
Order lunch for the office daily, includes sourcing options, ordering, receiving, and distributing lunches.
Responsible for organizing and stocking the kitchen, refrigerators, and conference rooms.
Monitor and order food and beverages as needed.
Organize workrooms, maintain, and order office supplies.
Receive and send packages along with sort and distribute mail.
Publications management for the Menlo office. Maintain the Couranto database and create quarterly spreadsheet for tracking publications.
Maintain Menlo office directories, seating charts, nameplates, private dining, and resource lists.
Monitor office frequently throughout the day to ensure everything is in working order.
Assist with planning and coordinating the Menlo office events.
Provide back-up coverage for Executive Assistants while out of the office.
Assist with operation requests when needed.
Assist with other tasks and projects as needed.

Job Qualifications:

Excellent verbal and written communication skills.
Prior experience in a corporate setting desired.
Strong organizational skills and attention to detail.
Strong computer skills (MS Word, Excel, PowerPoint, Outlook).
Financial services industry experience is a plus but not required.
A college degree is a plus.

Characteristics of an Outstanding Performer:

An ability to provide the utmost in customer service to guests and internal clients.
As the first face/voice a person encounters at TA, the Receptionist must maintain a professional attitude, appearance and demeanor at all times.
An intelligent and confident person with a “can-do” attitude and sense of humor who quickly becomes respected by Management, staff, and all outside parties.
A mindful individual who respects confidential information and knows how to manage sensitive and personal information.
A hard worker with a “roll up your sleeves” attitude who is motivated to do whatever it takes to get the job done.
A high standard of integrity, character and professionalism.
An ability to prioritize workflow in a challenging and evolving environment.
An ability to work both independently and as part of a team.
An ability to positively interact with all levels of partners and staff.
A sense of urgency.
A great deal of pride in his or her work.

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 contributes an amount equal to 15% of compensation to employee-directed retirement account.
Hours: 7:30 am – 4:00 pm

Please email your resume to becki@capeoplesearch.com

Recruiting Coorditor – Temp
Location: South San Francisco, Ca

How you’ll contribute:

Successfully manage multiple candidate and recruiter/hiring manager calendars to seamlessly coordinate high-volume and fast-paced interview activity across the company

You’ll champion a white-glove experience for candidates throughout the recruiting process, often providing our candidates with their first impression of the company

You’ll get to collaborate on a variety of projects that will help to improve processes and strategies to help scale the company

 

What We’re Looking For:

You’re passionate about people and recruiting, and you have outstanding customer focus with a can-do attitude

You’re known as a great team player, willing to pitch in anywhere! Demonstrated bias to action and comfortable in a fast-paced, high-growth environment

Excellent organization and time management skills

Strong attention to detail and ability to exercise judgment and discretion working with confidential, sensitive information

Exceptional interpersonal, written and oral communication skills

1-2 years of recruiting coordination, admin, or high-volume, complex scheduling experience

Proficient in Google Suite (Gmail, Google Docs)

Nice to Haves:

Familiarity with GreenHouse and GoodTime

Start-up experience is a plus

Exposure to HR projects

Experience organizing career events at universities, conferences, in-house, etc.

Recruiting operations or report generation

Please email your resume to becki@capeoplesearch.com

Paralegal
Location: Menlo Park, Ca

Paralegal

We are looking for a Paralegal to join our growing team in Menlo Park. In this role, you will provide ongoing support on our compliance initiatives. The ideal candidate must be an ambitious collaborator, a strong project manager, and have a passion for building and valuing relationships.

Deal Management

Supporting the review and management of investment transactions, including review of scout fund agreements, deal coordination, and post-closing administration

Establishing appropriate document management processes

Modify standard contract templates (e.g., consulting agreements, NDAs, etc.) and assist with drafting and review of other contracts

Preparing subscription documents for underlying VC investments and other documentation as needed to complete VC fund investments

Managing the execution of legal documentation with fund leadership.

 

Fund Operations Compliance

Directing logistics for fund closings and LP requests (e.g., transfers)

Documenting and tracking carry agreements

Ensuring that Operating Agreements, Associate Agreements and related materials are well structured, documented and communicated

Supporting the legal team with the review and tracking of portfolio company consents

Assisting the legal team with litigation matters and engaging with outside counsel

Regulatory Compliance

Completing Frank Dodd requirements for Exempt Registered Advisors

Managing internal stock trading and SEC Pay to Play policies

Coordinating SEC filings and disclosures, including questionnaires and other documents related to public portfolio companies

Responding to AML and KYC requests by reviewing and preparing appropriate documentation

 

Tax Compliance

Willing to learn tax compliance matters

Processing and tracking transfers of limited partnership interests

Assisting with implementation of tax strategies, including monitoring and set up of corporate blockers and other special purpose vehicles

Monitoring foreign investments and assist with data collection for annual PFIC/CFC analysis

Requesting, reviewing and tracking W-8 forms and provide support for the preparation of 1042s

Assisting with other tax compliance projects as needed

 

Qualifications & Background

BA/BS degree required

Experience as a paralegal (or other comparable position) within a large law firm and/or venture capital firm, with experience in the areas of securities, general corporate law, and/or venture fund

Strong work ethic, excellent communication skills, and effectively manage deadlines

Proficiency in Word, Excel, Google Docs, Acrobat, and online data rooms

Proven interest and success on improving processes and automating information flows.

Please email your resume to becki@capeoplesearch.com

Talent Acquisition Partner $150k
Location: Bay Area

Talent Acquisition Partner $150k

Our client, a rapidly growing cloud storage solution provider is looking for a Talent Acquisition Partner to support the expansion of the Sales, Marketing, CS, and Product teams in the US.

If you are passionate about recruiting, building a company and combining strategic thinking with impeccable customer service expertise in a fast-paced, rapidly growing company, then this is the challenge for you!

Qualifications:

5+ years of recruiting experience in small-scale recruiting teams within a tech company, experience in recruiting for sales organizations is a plus

Working knowledge of recruitment components, including but not limited to sourcing, qualifying, networking, salary trends, relationship management and negotiation

A successful track record of managing recruitment for active and passive candidates

An aptitude for establishing trust and great working relationships with hiring managers

Compelling communication skills

Responsibilities:

Be a recruiting partner. Work with hiring managers to understand hiring needs and create a recruiting strategy for each position.

Be a hunter. Leveraging all aspects of sourcing and candidate development tools like internal ATS, LinkedIn Recruiter, employee referrals and any other “outside of the box” method.

Roll up sleeves and get dirty. Pre-screen resumes, conduct phone screens and make recommendations to hiring leaders regarding next steps.

Support hiring managers and candidates through the logistical elements of recruiting, assisting with scheduling interviews for hiring teams while communicating with candidates at every step of the recruiting process to maintain a top-tier candidate experience.

Please email your resume to becki@capeoplesearch.com

Investor Relations Associate
Location: Menlo Park, Ca

Investor Relations Associate

Our Menlo Park office is seeking an Investor Relations Associate. The primary role is to assist the Firm’s management team with investor relations and fundraising. This will including managing the Investor Relations calendar, researching potential investors, providing meeting prep to team, helping with investor meeting follow-up, coordinating marketing roadshows investor events, helping with our social media presence, and maintaining the firm’s client database. Secondary responsibilities include investor relations tasks, such as gathering investor documentation, and existing and potential investor correspondence and event planning.

Qualifications:

Prior 2-5 years’ experience working in Investor Relations department, or similar environment
Exceptional verbal/written communication and interpersonal skills
Excellent personnel, project management, and time management skills
Scheduling and calendaring experience
Strong academic background
Experience with Microsoft Office (Outlook, Word, PowerPoint), Salesforce, event management, project management
Must be a self-starter who has proven ability to cultivate relationships and help improve overall client relationship process/structure
Attention to detail and concern for quantitative accuracy
Knowledgeable and passionate about blockchain/cryptocurrency technologies a plus

Responsibilities:

Manage the Investor Relations calendar (Microsoft Outlook)
Prepare the management team for meetings by researching the prospective investors online and within our database
Coordinate investor meeting follow-up
Coordinate marketing roadshows
Update and maintain the firm’s client database (Salesforce)
Preparing management team for conference and event attendance – ensuring our network as well as opportunities to expand our network are taken into account
Ensure investor presentations are up to date and provided prior to meetings
Research potential speaking engagement and help prepare speaking presentations
Correspond with existing and/or potential investors
Perform due diligence requests on behalf of potential investors
Gather information on investor in funds managed by the firm

Please email your resume to becki@capeoplesearch.com

Shipping Clerk $20
Location: Fremont, CA

PURPOSE

Responsible for keeping accurate records of incoming and outgoing shipments and updating and providing accurate records of inventory.

RESPONSIBILITIES & DUTIES

Prepare paperwork, including packing list, label and BOL, for data entry.
Data entry of shipment information in to the ERP
Review and enter data updates in the system as required
Collects signed-off Packing List, review, scan & save into job folder
Gather and send paper work to the Accounting department.
Post cutting, and purchase orders in the ERP and receive all material in Navition.
Perform related duties or responsibilities, as assigned or requested.

SKILLS & ABILITIES

Accuracy and Attention to detail
Organizational skills
MS Excel and Word proficiency.
Data Entry proficiency

EDUCATION / TRAINING

High school Diploma or GED.
A minimum of 1 year shipping or receiving experience and data entry
Proficiency in Navition software is a plus
A combination of vocational training, education and experience that is equivalent to the employment standards listed above and provides the required knowledge, skills and abilities.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

While performing duties of job, employee is regularly required to, stand, sit; and use hands and fingers to operate a computer and telephone keyboard. Specific vision abilities required by this job include close vision requirements due to computer work.
Work environment: While performing the duties of this job, the employee may be exposed to weather conditions prevalent at the time. The noise level in the work environment is usually minimal.

Please send your resume to becki@capeoplesearch.com

Fund Accountant $80-95k
Location: Los Gatos, Ca

Fund Accountant

As Fund Accountant you will be responsible for leading the day-to-day financial operations of the fund portfolio from acquisition, development and construction, and stabilization. You will report to the Head of Accounting and Finance and work directly with other departmental leads to execute the investment strategy. This is a challenging, hands on role for a professional that is excited by building a company from the ground up and is committed to investing in under served communities.

Job responsibilities

Manage accumulation and consolidation of all financial data including building, standardizing, and maintaining the general ledger structure and all supporting schedules for fund portfolio.
Develop, prepare, and maintain the related supporting documentation and journal entries as well as any required calculations and reconciliations for month end, quarter end, and year end close processes at the entity level.
Manage daily cash management activities including processing cash receipts and deposits, cash disbursements and vendor payments. Ensure execution of debt, real estate taxes, insurance, distributions and other time sensitive payments.
Prepare timely and accurately financial reporting requirements for investors, joint venture partners, and lenders as well as associated workpapers.
Document various policies, procedures, and guidelines to ensure integrity of financial data.
Assist in coordinating and preparing for annual external review, audit, and tax preparation.
Assist in crucial design and implementation of internal controls procedures, accounting processes, and systems implementation.
Ensure financial and operational data points and implications are communicated effectively to executive leadership, investment, construction/development, and asset management department leads.
Enthusiastically participate as a member of a growing organization; support new initiatives; cooperate and adapt to changes and processes.
Flexibility to balance adhoc projects with day to day responsibilities.

Requirements

BS Degree in Accounting, Finance, Business or Economics.
Familiarity with tax is nice to have. Previous experience in real estate investing, construction, or property management accounting is strongly preferred. CPA is a plus.
Advanced proficiency with MS Excel and PowerPoint required.
You should have a strong understanding of cash and accrual basis of accounting and the relationship between the financial statements.
You are energized by working on a one on one basis and in a small group environment with a diverse set of professionals. You have a demonstrated ability of solving complex challenges through your acute organizational skills and excel at communicating the results both verbally and written. You are diligent and thorough by nature and love learning and expanding your skillset.