Our Current Openings

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Executive Administrative Assistant

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

Executive Assistant

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:

  • Maintain multiple executive calendars
  • Strategically manage complex back-to-back scheduling including board meetings, investment pitches, weekly partner meetings and other reoccurring internal/external meetings
  • Create solutions for rescheduling conflicts and reshuffling meetings to ensure priorities are met each day
  • Establish strong lines of communication with executives’ board members, and portfolio company leaders and executive assistants
  • Exercise discernment and discretion in handling confidential and sensitive information
  • Coordinate travel
  • Prepare detailed expense reports using Concur
  • Work closely with executive assistant team

Job Qualifications:

  • Must be flexible, proactive, and have excellent judgment
  • Possess high attention to quality and detail with the ability to see the big picture
  • Energetic with a professional and polished style and attitude
  • Excellent interpersonal skills and able to adapt to different personalities and work styles
  • Demonstrates excellent verbal and written communication skills
  • Must be able to independently prioritize, organize, and multitask
  • Dependable, punctual, reliable, and consistent
  • Team orientated and enjoys being part of a high performing team
  • Highly skilled in Microsoft Office Suite – Outlook, Word, Excel with knowledge of Concur, Google Workspace and Docusign
  • 5-10 years of experience providing administrative support to senior executives
  • Prior experiences in a venture capital/private equity environment and/or a law or executive search firm a plus
  • Bachelor’s degree required
Executive Assistant

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.

Operations Specialist

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:

  • Our clients and prospects experience an enhanced level of service and higher levels of satisfaction and are motivated to refer others.
  • Our professionals experience deeper, more rewarding client relationships and an energetic, exciting and rewarding environment that comes with growth and market leadership.
  • When we can attracting more clients, cultivating more profitable clients and making a greater contribution to the overall revenue and profitability.

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

KEY DIMENSIONS

  • Able to navigate all technologies with high excellence to drive and improve FOS Client Service  productivity (Outlook, Excel, PowerPoint, Word, Visio, Client Admin systems, CCH Axcess, and strong internet skills for research and analysis)
  • Teamwork—can oversee and manage projects, business analyses and conduct analytics independently with high quality results

ACCOUNTABILITIES
Tax Processing

  • Assemble filing copies of Tax Returns to appropriate taxing authorities
  • Assists with IRS notices
  • Provides input on evaluating and enhancing tax procedures
  • Prepare extensions for filing
  • Tax return preparation assistance
  • Manage tax team deadlines and open projects (updating and tracking of e-Filing and e-work paper control log)
  • Manage client document process
  • Scan tax returns and uploads to Client Admin

Operations Support

  • Prepare materials for presentation for prospect/client meeting (folders, proposals, etc.)
  • Manage client/entities organizational charts
  • Maintains PTIN and CAF numbers
  • Orders annual tax guides
  • General support for Tax and Expense Management and Financial Reporting (EMFR) Teams (calendar, travel, expense reports, time and attendance, client billing and special projects)
  • Client Interaction (sign documents and notarize, which may require travel to client home/office)
  • Maintain compliance logs (Officer/Manager designation for respective clients)
  • Travel arrangement as requested

KNOWLEDGE AND SKILLS

Knowledge:

  • BA/ degree or equivalent in work experience
  • 5 years + in general office experience

Skills:

  • Proficiency in word, excel, power point and outlook, Strong organizational, time management and customer service skills; detail-oriented, ability to demonstrate a high level of professionalism, ability to multi-task and work in a fast paced environment with tight deadlines, excellent verbal and written communication skills

WORKING CONDITIONS

Professional office environment

Portfolio Compliance Analyst

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.

Executive Assistant to CEO/CCO

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.