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Location: Menlo Park
Employment Type: Full-Time (Hours 8:00am to 5:00pm PST)
OVERALL PURPOSE:
Perform diversified administrative duties for a Managing Director and other professionals. Facilitate all business and personal schedules, professional commitments, ventures, and community activities. Function as a team member using good judgment and taking the next step where indicated to assure the workflow remains consistent.
ESSENTIAL FUNCTIONS:
Handle information in the form of reports, correspondence and conversations, in a manner, which ensures confidentiality and professionalism
Determine appropriate disposition or priority for professional’s attention
Compose a response for signature, as required
Gatekeeper of professional’s time and access
Arrange and coordinate calendar, scheduling, business and personal travel
Compile lead sourcing information as requested
Prepare expense statements
Responsible for all in/out boxes, copies & shipping upon request
Create and maintain “deal files” and personal files
Ensure professionals tools (i.e. computer, laptop, phone, etc.) are in good working order by coordinating with MIS department
Act as a liaison between portfolio company management teams and the professionals with regard to scheduling and relaying information
Responsible for the continuous updating of correct contact information for professionals portfolio contacts, investment contacts, etc.
Special projects: Print and distribute weekly research report, Update and maintain deal files, Cover front desk when necessary, Plan and coordinate internal team offsite events and dinners
Back up Tech team when that EA is out of the office
Personal & Professional Characteristics: This position requires the ability to set priorities in planning work and meeting strict deadlines despite constant interruptions, Must be able to respond to variable workflow and maintain composure in a high-pressure environment, Excellent written and verbal communication skills with the ability to exercise tact, good judgment and diplomacy in dealing with management and the public, Must be able to turn things around in a timely fashion; sometimes immediately, Demonstrates trustworthiness due to handling of confidential documents, Extensive domestic and international travel experience, Reliable attendance and punctuality, Flexibility to come in early or stay late on short notice upon request, Must back-up the administrative team and provide coverage for other professionals when required, Detailed oriented, accountable and learns from mistakes, Experience in working in corporate and family office environment (personal travel, personal expenses/business ventures), Accepts criticism well, easy going personality, likable, not uptight, “thick skin”, hard to rattle, Strong organizational and people skills, Accepts the mundane tasks, Finds and seeks out projects either withing the organization or in family office during slow periods, Has a track record of loyalty and confidentiality with prior employers
Location: Menlo Park
Employment Type: Full-Time
Executive Assistant to support two partners in the growth team at a prestigious VC firm in Menlo Park.
Join a supportive and strong EA team operating currently on a hybrid schedule with potential to be in the office additional days as needed.
Responsibilities:
Job Qualifications:
Location: Menlo Park
Employment Type: Full-Time
Private investment firm is recruiting for an Executive Assistant to join Admin team in Menlo Park, CA. As an Executive Assistant, you will support our Managing Directors, Principals and related team members on our Health Solutions and Medical Technologies investment teams. In addition, you will work collaboratively with the other members of the Admin team to contribute to other firm-related support tasks.
Our ideal candidate is a team player who is organized, self-motivated, a masterful problem-solver and an organizational force, given the need for complex calendaring, expense tracking, and heavy travel planning. You are proactive, motivated, and have a sincere passion for supporting our investment team help emerging companies succeed! What you’ll do:
• Calendar management:
o Coordinate and schedule all internal and external meetings for the Managing Directors and Principals, partnering with appropriate individuals to support in that effort, while prioritizing needs depending on urgency and importance. o Manage multiple calendars between offices (CA, CT and MA) to coordinate recurring meetings.
o Schedule board of directors’ meetings, including coordination of logistics and calendaring.
o Coordinate registration, logistics, and meeting scheduling for annual conferences.
o Proactively raise any scheduling conflicts and propose alternative solutions.
o Ensure professional and personal calendars remain in sync.
o Assist with calendaring and coordination of the firm’s social and annual events. • Travel management:
o Coordinate complex US and global travel schedules, including air travel, ground transportation, hotels, meeting coordination, restaurant reservations, etc. o Master the art of travel choreography, ensuring that trips flow smoothly and efficiently.
o Track and prepare expense reports related to travel and other business expenses. • Additional administrative support and office management as needed:
o Plan and coordinate team offsites, meetings and dinners.
o Work with the other assistants to plan and manage internal and external events.
o Support office operations as needed.
Location: Mountain View
Employment Type: Full-Time
Wealth Management provider is looking for a Operations Specialist. This is an onsite role, 5 days in office in our offices located in Mountain View.
We will know that we have successfully executed this strategy when:
MANDATE FOR THE ROLE
The role provides user support, tax return processing and preparation support. Additionally, this position is responsible for training other tax coordinators on processing, software administration, e-filing and other tax processing procedures as well as providing high level general operative support though out the multiple departments
ACCOUNTABILITIES
Tax Processing
Operations Support
Knowledge:
Skills:
Professional office environment
Location: Menlo Park
Employment Type: Full-Time (Hours 8:30am – 5:30pm PST)
Our client is an investment firm hiring a Portfolio Compliance Analyst located in our Menlo Park, California Headquarters.
The primary function of this position is to work directly with COO/VP Operations & Compliance to support key functions of the Portfolio Management Group, including monitoring of customer compliance requirements. Primary responsibilities: Compliance Tracking: Track customer compliance and reporting information, including without limitation:
• Monthly financials • Monthly/Quarterly loan Compliance Certificates & Perfection Certificates • Insurance Certificates • Bank Statements • Equity Round Dates • 409A Valuations • Capitalization Tables • Prepare and maintain tracking system for all compliance deliverables • Interact with key compliance personnel and groups to drive compliance process Analysis & Portfolio Monitoring: • Pull and update critical information into tracking systems • Coordinate with Investment Operations Analysts on key portfolio status reports for Originations and Investment Analysis Team • Help optimize the portfolio monitoring and management infrastructure and processes. Database Reconciliation • Run and compare Database Entries (facility entry, funding entries – weekly; warrant entries – monthly) • Coordinate with Legal regarding entries Critical Metrics: Success at this position includes but is not limited to: • Bachelor’s degree or equivalent required. • Extremely proficient at Microsoft Word, Excel and Outlook. Ability to work with other analytic software tools desired. • Demonstrate strong communication skills (written and verbal) and ability to drive consensus. among multiple internal stakeholders/departments (Investment Team, Finance, IT, Legal and Portfolio Monitoring Group). • Highly organized, detail oriented and ability to manage multiple tases at once. • Intellectual curiosity with ability to learn independently in a fast-paced environment. • Highly analytical and demonstrate a proactive desire to drive efficiency and optimization across compliance process. • At all times demonstrate a high degree of professionalism, maturity and corporate citizenship.
Location: South San Francisco
Employment Type: Contract
Our client a biotech company is seeking an experienced Executive Assistant supporting our CEO.
The Executive Assistant’s primary mission is to provide best-in-class executive support involving a wide variety of critical duties to ensure smooth and seamless business operations. The Executive Assistant will serve as a liaison to senior management and Board of Directors. The ideal candidate has supported C-level executives in emerging technology or biotechnology companies and will leverage a high degree of confidence, integrity, and professionalism with the initiative and resourcefulness to prioritize multiple priorities.
