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Executive Assistant to Managing Director and Chief of Staff
Palo Alto, CA

Position Overview: 

Position Type: Full time, permanent, on- site

Salary: $150-180K + healthy benefits package

Location: Palo Alto, CA

Job ID: 1016

 

About the Company:

This position is within an organization dedicated to creating pathways to opportunity so people can live to their full potential. This company works on education, immigration reform, the environment, health, with justice as their goal, utilizing a wide range of tools and strategies — partnering with entrepreneurs and experts, makers and policymakers, advocates, and creatives — to build and execute innovative solutions that will spur change and promote equality.

In order to address national and global-scale problems, they employ a wide range of tools and strategies. Believing that a combination of Philanthropy and Venture Capital can support the greatest leaps of innovation allows our client to deploy resources in the most flexible way for the greatest impact.

 

About the Opportunity:

As a key member of the administrative team, this Executive Assistant will assume a critical and collaborative role providing senior level support on day-to-day flow and special projects for the Managing Director. This position will require a candidate who is considerate and confident, and someone who will maintain a high level of confidentiality, discretion, and excellent judgment. The candidate will be poised, nimble and will remain calm under pressure. This individual is a motivated self-starter who has the ability to work independently, take initiative and anticipate needs.

 

Responsibilities:

  • This position will provide senior level administrative support including but not limited to:
    • Amplify executive bandwidth by performing an extensive array of core administrative tasks, proactively manage competing and concurrent priorities while gracefully representing the Office of the President internally and externally.
    • Enable success by driving important meetings forward: strategically managing a complex, dynamic, and extremely active calendar; schedule and organize meetings in a timely manner; assist with the production of materials, pre-reads, and tracking deliverables.
    • Coordinate and manage complicated and confidential domestic & international travel arrangements and logistics, often with back-to-back trips.
    • Ensure efficient use of executive time by working alongside the President scheduler and executive assistant.
    • Assist with drafting correspondence, proofreading, and editing written work, summaries of proposals and presentations.
    • Increase the effectiveness by monitoring CoS programs & initiatives; integrate with Events, Political Campaigns & Youth Engagement teams to maintain the pace of project deliverables and hold stakeholders accountable for action items.
    • Collaborate & interface regularly with internal Executive Assistants for coordination and office flow.
    • Support & project manage committee planning, scheduling and communications pipeline to meet deliverables; manage rehearsal schedules and itinerary planning for all presenters and VIP guests for twice yearly, in-person All-Team Gatherings, annual Demo Day and Democracy Demo Day events.
    • Operationalize the company gifting program, including the annual holiday gift, employee milestone events, weekly team meeting thank you gifts and bespoke special requests.
    • Maintain contacts in Salesforce. Prepare lists as needed.
    • Coordinate and assist with internal events.
    • Special Projects as assigned/needed.

     

Qualifications:

    • At least 7 years’ experience as an executive assistant in a multifaceted organization.
    • Able to represent the Managing Director / Chief of Staff with professionalism and integrity.
    • Approach with a learn-it-all (vs. know-it-all) initiative to improve existing processes and take it to the next level.
    • Ability to think strategically, critically, and creatively.
    • Confidence to work independently with minimal supervision.
    • Excellent written and verbal communications skills.
    • Work ethically, with integrity & discretion dealing with highly confidential matters and high-level individuals.
    • Detail oriented with the ability to organize, multitask, prioritize, and manage multiple
      responsibilities within a fast-paced environment.
    • Collaborative with strong interpersonal skills, and the ability to integrate quickly into a small team.
    • Hungry to learn, curious to ask questions, and desires to engage in exploration individually as well as being part of a team
    • Humility, thoughtfulness and honesty
Executive Assistant
Menlo Park, CA

Position Details: 

Position Type: On site, Full time, Permanent

Salary: $110-120K

Location: Menlo Park, CA

 

Job Description: There are 4 main elements to this job: Calendaring, scheduling, expense reports, and heavy travel to support executives as necessary. Having the capability to travel for work is MANDATORY for this position (valid license, reliable car, etc). 

 

Qualifications: 

  • 5-10 years of EA experience supporting multiple directors or executives 
  • Ability to travel during office hours (license, reliable car) 
  • Ability to multitask 
  • Strong organizational capabilities 
  • Degree preferred but not required
  • VC experience preferred but not required
  • Tech or startup experience preferred
Fund Accountant
Menlo Park, CA

Position Details: 

Position Type: In office, Full time, permanent

Salary: $100-130K+

Location: Menlo Park, CA

Job ID: 1011

 

About the Opportunity:

We are looking for a Fund Accountant to join a growing team in Menlo Park. In this role, you will assist in the day-to-day operations of the Finance department. The ideal candidate must be an ambitious collaborator, a strong project manager, and have a passion for building and valuing relationships. 

 

Responsibilities: 

●  Taking ownership of assigned areas, understanding the transactions and balances impacting the funds, performing research on transactions and balances as needed

●  Record and book journal entries on investment and exit transactions

●  Obtain and review cap tables from portfolio companies and understand the implications of changes in articles/charter

●  Assist with portfolio company data gathering, as needed

●  Complete portfolio company valuations in compliance with ASC 820

●  Prepare quarterly and annual work papers and financial statements for funds

●  Contribute to the annual audit work for the respective funds

●  Own cash & stock distribution processes for all funds

●  Review capital account allocations by partner for funds

●  Maintain and update limited partner information, investment documentation, and Cap Tables

●  Maintain securities, warrants, notes, and escrow schedules

●  Electronically distribute quarterly financial reporting, capital calls, and distribution notices to Limited Partners 

●  Assist and execute in various systems and process improvements implementations

●  Provide suggestions for the improvement of processes and procedures

●  Manage the Limited Partners Reporting Inbox and assist Limited Partners with requests

●  Ad hoc projects as needed

 

Qualifications:

  •  Bachelors’ Degree or higher, preferably in business/finance/accounting field
  •   2-6 years of accounting experience, including Big 4 accounting experience and venture capital/private equity accounting experience
  •  CPA preferred
  • Excellent financial reporting, analytical and problem-solving skills
  • Excellent interpersonal, written, and oral communication skills
  • Ability to establish and manage tight time schedules
  • Must work well in a very dynamic, intellectually rigorous, deadline-driven culture
  • A team player with a strong work ethic, initiative, and attention to detail
  • Exceptional integrity and honesty
  • Strong organizational skills with the ability to prioritize and manage a demanding workload involving multiple tasks, responsibilities, and deadlines with professional execution
  • Enjoys working in a very “hands-on” and detail-oriented environment
  • Hands-on experience with Investran or other portfolio management databases used in the industry a plus
  • Proficiency with Excel, Word, and Adobe Pro
Executive Assistant
Hybrid

Position Details: 

Position Type: Hybrid, Full time

Salary: $120-140K + Bonus Opportunities

Location: Palo Alto, CA

Job ID: 1010

 

About the Opportunity: 

Fast-paced venture capital firm is seeking a motivated Executive Assistant to help with day to day tasks.

 

Basic Responsibilities: 

  • Calendar/ schedule management for multiple executives
  • Expense report monitoring
  • Travel planning
  • Supporting executives in projects as necessary

 

Qualifications: 

  • 5-10 years experience supporting multiple executives
  • Experience in venture capital, startup, or tech preferred
  • High energy, team player
  • Ability to multitask 
  • Strong organizational capabilities 
  • Degree preferred but not required
Executive Administrative Assistant
Menlo Park, CA

Position Details: 

Position Type: In office, Full time, Permanent

Salary: $110K

Location: Menlo Park, CA

Job ID: 1009

 

Overview:

Global asset manager is seeking an Executive Administrative Assistant to support Partners in Menlo Park, CA.  The ideal candidate will be proactive, strategic and be able to problem solve. The ability to interact with employees (at all levels) in a fast-paced environment, sometimes under pressure, remaining positive, flexible, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role. 

 

Key Responsibilities:

  •       Directly responsible for supporting senior executives 
  •       Responsible for calendar management in Outlook, requiring interaction with both internal and external executives and assistants globally, to coordinate a variety of complex meetings with attention to different time zones 
  •       Accurately create, format, and maintain detailed Powerpoint presentations, Excel reports and Word documents utilizing advanced technical skills 
  •       Manage office responsibilities including daily lunch order, weekly supply orders and general office duties
  •       Organize heavy travel arrangements as required and update executives’ calendar with details 
  •       Utilize analytical skills and have a broad understanding of the business to effectively interpret and anticipate the needs of the executives and proactively bring together appropriate people and resources to support the executives in addressing issues
  •       Manage email filing and document preparation for internal and external meetings 
  •       Work effectively without constant and direct supervision or guidance 
  •       Manage invoicing and payment flow 
  •       Promptly respond to requests with accuracy and a courteous demeanor 
  •       Create routine check-in meetings with individual team members 

 

Qualifications:

  •       Must be detail oriented, proactive and can work independently 
  •       The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining positive, flexible, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role 
  •       Ability to adjust to change and flexibility will be required to support other groups and actively look for tasks when time warrants 
  •       Ability to balance conflicting priorities to manage workflow, ensure the completion of essential projects 
  •       Demonstrate an awareness of the fundamental business principles as well as an understanding of the overall firm to ensure appropriate decision-making protocols are followed 
  •       Able to prioritize emails and tasks. Responding to requests with accuracy and a courteous demeanor
  •       Excellent written and verbal communications skills 
  •       Demonstrated ability to handle confidential information appropriately 
Assistant to Event Operations/ Facilities
Menlo Park, CA

Position Details: 

Position Type: On site, part time, temp to hire

Schedule: 8:30AM-5:00PM Monday, Tuesday, possibility of Thursday if possible

Salary: $30-35/hr

Location: Menlo Park, CA

Job ID: 1008

 

About the Opportunity: 

 This position is assisting with catering event set up, stocking, event turnover, kitchen cleanliness and organization. Dishwashing is not involved but making sure that the dishwasher is running and emptied is a responsibility. Everyone at the firm is expected to clean up after themselves. This firm does not approve of sloppy careless work, or staff that does not clean up after themselves. Executive assistants are not involved in plating or food preparation. This will  be a highly visible, foot in the door role.

The candidate can take on assisting front office personnel as well and it may transition to that.

Exhibitor and Operations Associate
Novato, CA

Position Details: 

Position Type: On site, temp to hire, part time with the opportunity to transition to a full time role

Wage: $30-40/hr

Location: Novato, CA

Job ID: 1006

 

About the Opportunity:

Event logistics and production company is seeking a part time Exhibitor and Operations Associate to assist with a variety of tasks. The ideal applicant has a “can do” attitude, and exceptional customer service skills.

 

Key Responsibilities: 

  • Assist exhibitor and event operations/logistics
    • Contract data entry
    • Prepare venues for events, assisting contractors and exhibitors as necessary
    • Managing orders, preparing delivery slips, product information, etc.
    • Reconciling orders and following up on outstanding balances
  • Manage social media
    • Email, Instagram and Facebook campaigns
    • Quarterly newsletters
    • Facility communications and presentations
    • Holiday gift selection distribution and management
  • Safety Meetings
    • Prepare Safety Topic of the Month
    • Host safety meetings
  • Accounting
    • Create, send and track status of invoices
    • Maintenance of past due invoices
  • Other projects as necessary
Executive Assistant to Senior Leadership
Palo Alto, CA

Position Overview: 

Position Type: Full time, permanent, on- site

Salary: $150-160K + healthy benefits package

Location: Palo Alto, CA

Job ID: 1007

 

About the Company:

This position is within an organization dedicated to creating pathways to opportunity so people can live to their full potential. This company works on education, immigration reform, the environment, health, with justice as their goal, utilizing a wide range of tools and strategies — partnering with entrepreneurs and experts, makers and policymakers, advocates, and creatives — to build and execute innovative solutions that will spur change and promote equality.

In order to address national and global-scale problems, they employ a wide range of tools and strategies. Believing that a combination of Philanthropy and Venture Capital can support the greatest leaps of innovation allows our client to deploy resources in the most flexible way for the greatest impact.

 

About the Opportunity:

As a key member of the administrative team, this Executive Assistant will assume a critical and collaborative role providing senior level support on day-to-day flow and coverage to senior leadership as needed. This position will require a candidate who is considerate and confident, and someone who will maintain a high level of confidentiality, discretion, and excellent judgment. The candidate will be poised, nimble and will remain calm under pressure. This individual is a motivated self-starter who has the ability to work independently, anticipate needs and can pivot quickly and adjust to new expectations seamlessly.

 

Responsibilities:

  • Amplify executive bandwidth by performing an extensive array of core administrative tasks, proactively manage competing and concurrent priorities while gracefully representing the Managing Director internally and externally.
  • Enable success by driving important meengs forward: strategically managing a complex, dynamic, and extremely acve calendar; schedule and organize meetings in a timely manner; assist with the production of materials, pre-reads, and tracking deliverables according to the needs of the MD.
  • Coordinate and manage complicated and confidential domestic & international travel arrangements and logistics, oen with back-to-back trips.
  • Ensure efficient use of executive me by working alongside the executive assistant team.
  • Assist with drafting correspondence, proofreading, and editing written work, summaries of proposals and presentations.
  • Increase the effectiveness by monitoring MD’s programs & initiatives; integrate with teams to maintain the pace of project deliverables and hold stakeholders accountable for action items.
  • Collaborate & interface regularly with internal Executive Assistants for coordination and office flow.
  • Support & project manage committee planning, special projects, scheduling and communications in relation to projects and events the MD’s manages.
  • Maintain contacts in Salesforce and prepare lists as needed. Coordinate and assist with internal events.
  • Special Projects as assigned/needed.

 

Qualifications: 

  • At least 10 years’ experience as an executive assistant in a multifaceted organization.
  • Able to represent the Managing Director with professionalism and integrity.
  • Approach with a learn-it-all (vs. know-it-all) initiative to improve existing processes and take it to the next level.
  • Ability to think strategically, crically, and creavely.
  • Confidence to work independently with minimal supervision.
  • Excellent written and verbal communications skills.
  • Ability to maintain the highest level of integrity, discretion and confidentiality when dealing with highly confidential matters and high-level individuals.
  • Detail oriented with the ability to organize, multask, prioritize, and manage multiple responsibilities within a fast-paced environment.
  • Collaborative with strong interpersonal skills, and the ability to integrate quickly into a small team.
  • Hungry to learn, curious to ask questions, and desires to engage in exploration individually as well as being part of a team.
  • Humility, thoughtfulness, and honesty.
Director of Event Operations
Palo Alto, CA

Position Overview: 

Position Type: Full time, permanent, on-site

Salary: $125-150K
Location: Palo Alto, CA

Job ID: 1014

 

About the Company: 

This position is within an organization dedicated to creating pathways to opportunity so people can live to their full potential. This company works on education, immigration reform, the environment, health, with justice as their goal, utilizing a wide range of tools and strategies — partnering with entrepreneurs and experts, makers and policymakers, advocates, and creatives — to build and execute innovative solutions that will spur change and promote equality.

 In order to address national and global-scale problems, they employ a wide range of tools and strategies. Believing that a combination of Philanthropy and Venture Capital can support the greatest leaps of innovation allows our client to deploy resources in the most flexible way for the greatest impact.

 

The Opportunity:

The Director of Events will be an essential part of a small team and will develop and execute events in collaboration with teams across the company and its partners. In partnership with the Senior Director of Events, the Director will play a key role in developing annual strategic goals and event programming and managing the events team.

This individual is confident and experienced in their ability to think big and drive unique programs for the organization, as well as produce events. They can devise and manage a flawless experience, thoughtfully coach and lead a team, and thrive in a fast-paced environment. This role will report to the Senior Director of Events.

Role and Responsibilities:

  • Collaborate with the Senior Director of Events to creatively develop and improve organization event goals, strategy, concepts and design, programs, and guest experience
  • Work collaboratively across teams to identify convening opportunities and develop strategic programs
  • Conceptualize, create, and deliver customized executive-level in-person and virtual events, with a focus on internal events for the team.
  • Manage and mentor event manager team
  • Coordinate professional development opportunities for the events team and proactively cultivate a positive, and supportive team culture
  • Prioritize and assign events and activities, provide support, and resolve escalations across events support team as needed
  • Develop systems and processes for event planning, team management, and org-wide event support
  • Drive successful convenings through innovation, organization, and cross-collaboration with internal and external partners
  • Plan and execute individual events as assigned, start to finish; leading project workflow while communicating roadblocks and continuously keeping the pulse on ways to improve how the team operates.
  • Advance research of locations, venues, and vendors for local, national, and international events
  • Coordinate event logistics, including creating logistics materials (timelines, show flows, floorplans, briefs), managing guest management systems, and coordinating post-event evaluations
  • Partner with the brand creative team to design and produce event collateral 
  • Procure and coordinate vendor contracts and services; negotiate best possible terms and ensure high-quality goods and services, manage associated costs, and track the budget on an ongoing basis; maintain vendor relationships
  • Manage events on-site and oversee event setup and breakdown. (Some evenings and weekends)
  • Oversee post-event logistics including invoicing, expense, and budget tracking, and debrief meetings and materials and archiving 

Qualifications:

  • 10+ years of experience executing large scale events from start to finish

  • Strong management experience with an emphasis on developing team culture
  • Excellent knowledge of event production and design with an emphasis on logistical aspects of event planning, including detailed timelines, budgets, vendor negotiations and management, floor plan development, décor, and menu planning
  • Superior attention to detail, accuracy, and thoroughness, including the ability to self-monitor work to ensure high-quality work is delivered and meets deadlines
  • Proven ability to multitask, prioritize assignments, and organize in a fast-paced, high-intensity environment, both independently and as part of a team
  • Natural problem solver with demonstrated ability to adapt to challenges and opportunities with a solution-oriented perspective. Flexible in terms of assigned projects and open to change.
  • Motivated self-starter, with high productivity, a positive attitude, excellent follow-through, who operates with the belief that no job is too small
  • Ability to make decisions under pressure and handle difficult situations with poise and tact
  • Works with a high level of discretion and confidentiality
  • Demonstrates humility, integrity, and honesty
  • Excellent research, writing, and verbal communication, and interpersonal skills
  • Thorough knowledge of Office Suite and Apple products, including keynote
  • Salesforce experience a plus
  • Experience in a start-up or high-growth organization is a plus 
Event Venue Manager
Palo Alto, CA

Position Overview: 

Position Type: Full time, on site, permanent

Salary: $100-125K

Location: Palo Alto, CA

Job ID: 1013

 

About the Company: 

This position is within a philanthropic organization dedicated to creating pathways to opportunity so people can live to their full potential. The work is centered on education, immigration reform, the environment, health, with justice as our goal. This company uses a wide range of tools and strategies — partnering with entrepreneurs and experts, makers and policymakers, advocates, and creatives — to build and execute innovative solutions that will spur change and promote equality.

In order to address national and global-scale problems, they employ a wide range of tools and strategies. Using a hybrid model of philanthropy and venture capital allows us to deploy resources in the most flexible way for the greatest impact.

 

The Opportunity:

The events team produces and supports convenings across the organization. These are internal and external events and meetings, social gatherings, salons, film screenings, conferences, portfolio showcases, and campaign activations that support the work of our client and its partners.

The Event Venue Manager will be a leader in facilitating the use of event space at the Palo Alto headquarters and assume the critical role of planning and producing the meetings and events hosted. In this role, you will work closely with the events, facilities, and IT teams and guide our internal teams and partners in planning their events in the space. The Venue Event Manager will provide hands-on logistical support during meetings and events and become an expert on improving the potential of the space and minimizing the logistical lift for the team and our partners. This role will report to the Event Director.

 

Role And Responsibilities:

  •       Manage venue use requests and changes
  •       Craft, maintain, and communicate venue collateral, including use guidelines and planning checklists
  •       Manage the venue calendar, including event requests and production schedules, in close coordination with the executive assistant, facilities, and event teams
  •       Event, meeting, and facility vendor management
  •       Manage loans of the venue to external organizations, providing planning guidance and overseeing adherence to guidelines and requirements
  •     General maintenance and venue management 
  •       Coordinate with Facilities team for space and furniture maintenance needs, including weekly inspections to confirm that the space is event-ready
  •       Coordinate with IT team for audio and video needs, while becoming an authority on the in-house technology, including weekly inspections to confirm that the system is event-ready
  •       Order, stock, track, and organize event, meeting, and hospitality supplies
  •       Coordinate with internal teams to produce and manage all aspects of internal programming held in the event space
  •       Manage all logistics for events held in the event space, including sourcing, contracting, and management of vendors
  •       Be a resource for running the Audio Visual system in the room during programming, in collaboration with the IT team or audiovisual vendors as program complexity requires
  •       Staff event space as needed during events, including hospitality set up and clean up.
  •       Assist administrative staff in printing and placing meeting assets
  •       Schedule and run program rehearsals
  •       Handle vendor contracts, invoices, payments, and follow up
  •       Assist Events Team with off-site event production as needed

 

Qualifications, Skills, And Requirements

  •       5+ years experience with event production, including close coordination with venue managers
  •       Bachelor’s Degree or equivalent work experience required
  •       Superior attention to detail, accuracy, and thoroughness, including the ability to self-monitor work to ensure high quality
  •       Proven ability to multitask, prioritize assignments, and organize in a fast-paced environment, both independently and as part of a team
  •       Ability to adapt to challenges and opportunities with a solutions perspective- flexibility is an essential attribute for this role
  •       Enthusiastic teammate willing to address anything from small tasks to high-profile requests. Must have a positive demeanor that is customer-service oriented
  •       Excellent written and verbal communication, polished, and strong interpersonal and collaboration skills
  •       Thorough knowledge of Office Suite and Apple products including Keynote
  •       Discretion and confidentiality a must

 

 

Senior Recruiter
Menlo Park, CA

Position Overview:

Position Type: Full time, permanent, hybrid

Salary: $150K Base + Bonus opportunities

Location: Menlo Park, CA

Job ID: 1003

 

About the Opportunity: 

An elite and long-standing venture capital firm in Menlo Park is seeking a Senior Recruiter to assist with internal executive hires.  This position is 3 days in office/ 2 days remote work.

 

Qualifications: 

  • 5+ years of solid recruiting experience
  • Experience recruiting in technical, production, tech, or start up preferred
  • Ability to work 2 days/week remotely
Executive Assistant to Senior Partners
San Francisco, CA

Position Overview:

Position Type: Full time, permanent

Salary: $135K

Location: San Francisco, CA

Job ID: 1001

 

About the Company: 

Premier law firm with market-leading practices, a global perspective and strong New York roots seeking an Executive Assistant.  This company provides a distinctively high degree of quality, intensity and creativity to resolve legal challenges effectively and cost efficiently.  The firm is looking to hire talented, dedicated and highly motivated individuals as members of our Professional Staff.  They draw on the strength of their culture and structure to deliver the best of the firm to lawyers and clients through true collaboration.

 

About the Position: 

The firm is seeking a full-time Executive Assistant who will provide senior-level support to two to three Partners and will be the point person for several other Lawyers (Counsels and Associates). The role is based in San Francisco, CA and will report to the Senior Manager and Operations Team.  The Executive Assistant is a new position in a growing office. 

The ideal candidate will be a motivated individual with a client service mindset who is eager to use business development and project management skills in a fast-paced, collaborative and team-oriented environment. 

 

Responsibilities:

  • Proactively support Partners/Lawyers’ client, practice and business development activities and outreach. 
  • Provide administrative support to two to three Partners and several Lawyers (Counsels and Associates).
  • Participate in fostering a culture that is team-oriented and committed to the highest levels of client service and professional excellence.
  • Understand business development and client priorities of each supported Partner/Lawyer.
  • Maintain and update current list of contacts and business activities in CRM/Interaction database.
  • Keep track of clients and other contacts and proactively work with Partners/Lawyers to schedule calls and meetings with them.
  • Build relationships with clients and client assistants.
  • Execute requested follow up calls with clients.
  • Schedule client entertainment and assist with local event management.
  • Assist with preparing materials for use in meetings, pitches and proposals.
  • Undertake research in support of Partners/Lawyers’ business development as directed.

 

Requirements:

  • A minimum of three years of relevant experience as an executive-level assistant in a law firm, professional services firm or other corporate environment.
  • Strong interest and/or industry knowledge and background in Finance, Technology or Media or relevant legal experience.
  • A great sense of client service and comfortable working in a high pace environment.
  • Excellent knowledge of Microsoft Outlook, Word, PowerPoint and Excel and experience with CRM system. Knowledge of Interaction is a plus.
  • Excellent project management and analytical skills.
  • Strong  presentation and writing
  • Interpersonal skills and the ability to interact credibly, diplomatically and effectively with all levels within the firm and with clients
  • An undergraduate degree or relevant professional or industry experience is required.

 

Workplace Experience Specialist
Palo Alto, CA

Position Overview: 

Position Type: Permanent, full time

Salary: $90-100K

Location: Palo Alto, CA

Job ID: 1012

 

About the Company:

This position is with an organization dedicated to creating pathways of opportunity so people can live to their full potential. The company centers their work on education, immigration reform, the environment, health, with justice as the ultimate goal. They use a wide range of tools and strategies — partnering with entrepreneurs and experts, makers and policymakers, advocates, and creatives — to build and execute innovative solutions that will spur change and promote equality.

The Workplace Experience 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 Manager of Workplace Experience, who will assign other related projects on an as-needed basis.

 

Job 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 local offices 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  Manager to develop office systems and processes to improve the employee workplace experience.
  • Act as team admin taking notes for team meetings, and doing light calendar maintenance and scheduling.

 

Qualifications: 

  • 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.
Site Operations Manager
Palo Alto, CA

Position Overview: 

Position Type: Permanent, full time

Salary: $150-150K
Location: Palo Alto (Multiple Locations)

Job ID: 1005

 

About the Company: 

This company’s facilities team strives to provide the best employee and guest experience while ensuring that their offices and locations are kept clean, safe and beautiful.  This company is both an internal and external customer services team, who prides ourselves in taking care of world class facilities while providing hands-on support for our team and guests.

 

Job Responsibilities:

  • Manage all properties in coordination with the Facilities and Legal teams to ensure they remain within compliance of all relevant leases, laws and ordinances
  • Manage and supervise all relevant vendors to ensure reliable operations across all sites
  • Coordinate with the Development team, the Community team, and the Director of Facilities to define the project scope, and manage and supervise all improvement projects
  • Coordinate with the Director of Facilities to identify vendors to support various projects
  • Manage relationships with tenants
  • Coordinate with the Director of Facilities to ensure operations are reliable and uninterrupted. (Key Services include: security, janitorial, administrative supplies, hospitality, and lunch and snack program management)
  • Ensure staff, guests, and partners are properly supported before, during, and after events with the highest degree of attention and care
  • Calendar management in coordination with Director of  Facilities and Events team

 

Qualifications:

  • 5 + years experience managing large facilities, parks, or event venues providing facility oversight, coordinating day-to-day office operations, and providing office maintenance and support
  • Strategic thinking, forecasting, and budget development/tracking skills
  • A team player with the mentality of no task too big or too small 
  • Excellent written and verbal communication skills 
  • Detail-oriented with the ability to organize, prioritize and manage multiple responsibilities 
  • Able to work in an environment that requires discretion in dealing with confidential matters 
  • Able to represent the company with professionalism, integrity, and a strong customer service attitude 
  • Property Management experience is a plus
  • Knowledge of event operations is a plus
  • Ability to work some nights and weekends as required

 

 

Office Coordinator/ Receptionist
Menlo Park/ San Francisco, CA

Position Overview: 

Position Type: Permanent, Full time 9-5, 1 hour lunch break

Salary: $70-75K

Location: Menlo Park, San Francisco, CA

Job ID: 1016

 

Position Details: 

A prominent private equity firm is currently seeking a Receptionist / Office Assistant for their Menlo Park office. This person will be the first point of contact for all guests, including high-profile investors and clients.  This person will be responsible for managing the flow in and out of the office and its conference space. This person will act as an information resource to employees and their guests and will work hand in hand with the a variety of investment teams in an effort to maintain the highest possible level of client service for our guests. This person will also work directly with the building management and facilities teams on issues of communication with building management, security access, and the ongoing and various needs of common areas. 

The ideal candidate needs to be very proactive, hospitable, polished, professional, comfortable interfacing with the executives daily and capable of multitasking in a fast paced environment.

 

Job Duties:  

  •       Liaising with domestic and international offices while managing a multi-line phone system
  •       Directing external and internal communications 
  •       Coordinating and ordering lunch daily as well as catering services for scheduled conference room meetings as needed
  •       Assist in ordering, receiving, stocking and distributing kitchen and office supplies
  •       Prepping conference rooms for meetings and ensuring conference room and kitchen tidiness.  
  •       Run errands and ad hoc projects as needed (e.g., name tag assembly, printing meeting materials)
  •       Support the back office while Executive Assistants are out of the office
  •       Conducting specialized research projects
  •       Completing basic clerical tasks and special projects as needed
  •       Prepping conference rooms for meetings and ensuring conference room and kitchen tidiness.  
  •       Run errands and ad hoc projects as needed (e.g., name tag assembly, printing meeting materials)
  •       Support the back office while Executive Assistants are out of the office
  •       Conducting specialized research projects
  •       Completing basic clerical tasks and special projects as needed

 

 Qualifications: 

  •       Bachelors degree   
  •       2+ years receptionist or administrative assistant experience 
  •        “No task is too big or small” attitude
  •       Highly organized
  •       Strong communicator
  •       Proficient in Microsoft Office (Excel, PowerPoint, Outlook).
  •       Must be able to work independently and with little direction. 
Junior Executive Assistant
Menlo Park, CA

Position Details: 

Position Type: In office, Full time

Salary: $90-110K

Location: Menlo Park, CA

Job ID: 1002

 

We are looking for a Mandarin speaker Executive Assistant who is proactive and eager to take on a dynamic role supporting the Chief Operating Office and Chief Financial Office. This is a fast-paced position in a mission-driven environment, and requires strong people skills, attention to detail, adaptation, organization and ability to multitask. A high level of integrity and discretion in handling confidential information and professionalism in dealing with senior leaders within the firm is a critical piece of this role.

 

Responsibilities: 

  •   Independently provide high quality support that anticipates the needs of the executives  
  • Self-motivated, highly organized, and results-oriented individual who works with little or no supervision, and demonstrates initiative, flexibility, teamwork, maturity under pressure, and anticipates and resolves problems before they escalate
  •       Assume full ownership and maintenance of the calendar; scheduling, confirming, and negotiating for meeting space and relevant attendees
  •       Coordinate extensive and complex travel arrangements (domestic and international), including flights, hotels, meals, catering, car service, international visas, itineraries, etc.
  •       Meeting and travel organization includes providing reminders regarding upcoming meetings, events or anything requiring a collective action from the executive and/or other team members
  •       Track relevant travel and expense receipts for accurate accounting reconciliations
  •       Gatekeep incoming communications and prioritize; prepare responses to send out on behalf of executives
  •       Project a professional and supportive image to all parties. Prioritize people and situations in need of attention
  •       Organizational management for the leadership team, meetings, agendas, effectiveness
  •       Document management of critical and sensitive information for the Executive team
  •       Act as main liaison to external partners, internal teams, and stakeholders
  •       Handle highly confidential and sensitive information with the appropriate discretion
  •       Assist with audio, visual and web conferencing, ensuring effectiveness of meetings
  •       Greet and seat visitors, set up/break down conference rooms for meetings, and ensure a positive experience for all office guests
  •       Provide event support and planning as needed, including retreats, meetings, staff events. This includes logistical research and planning, day-of support, and invoice/billing management.
  •       Build collaborative relationships with executive assistants, leaders, and team members across the firm
  •       Coordinate with other executive assistants to facilitate good communication, help coordinate joint projects
  •       Serve as an active member of the EA team, helping out other team members as needed.
  •       Act as a back-up to other executive assistants as needed

 

Qualifications: 

  •   Expert level written and verbal communication both in English and in Mandarin
  •    VC, finance and/or recruiting firm experience preferred
  •       5+ years of administrative experience supporting multiple executives
  •       Exceptional calendar management skills (using Outlook)
  •       Highly proficient in organizing worldwide travel
  •       Strong technical skills – advanced knowledge of Microsoft Outlook required
  •       Self-starter: Have an ability to multitask, process emails, and prioritize tasks in a timely fashion with little-to-no supervision
  •       Must have strong initiative, self-motivation, and high standards of excellence
  •       Exceptional problem-solving skills
  •       Ability to learn quickly and maintain a high-performance level in a dynamic environment with shifting priorities
  •       Ability to juggle multiple tasks with accuracy and achieve deadlines under pressure
  •       Possess an appreciation for the challenges of supporting a growing team of diverse personalities and programs
  •       Must use discretion and judgment to ensure applicable private/proprietary business information, data, transactions and correspondences maintain confidentiality and sound judgement
  •       Ability to take and give feedback; consistently work to achieve better results
  •       Ability to work successfully in a team environment and build effective working relationships
  •       Mature, positive-thinker, confident, and professional demeanor
  •  Dependable and consistent, taking pride and ownership in work
Administrative Assistant
Menlo Park, CA

Overview

Position Type: Full time, permanent, hybrid role

Salary: $80-100K + 15% bonus

Location: Menlo Park, CA

Job ID: 1004

 

Job Description 

  • Providing administrative support including calendaring, expense reports and travel for CCO and Business Development team as needed
  • Assisting the business development team with projects as needed (PowerPoint, executive briefings, surveys, outbound mailings, etc.)
  • Event planning including small events and dinners
  • Ongoing data management using Salesforce and Affinity

 

Requirements:

  • Strong attention to detail is required
  • Must be tech savvy, flexible and willing to learn
  • 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.
  • Proficiency with Microsoft Office Suite, particularly Outlook, Word, Excel (basic), and
    PowerPoint
  • Proficiency using Zoom
  • 2+ years of administrative experience which will include experience scheduling meetings and
    making travel arrangements
  • Bachelor’s Degree strongly preferred