Current Openings

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

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

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 

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.

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.