Executive Administrative Assistant

Location: Menlo Park

Employment Type: Full-Time (Hours 8:00am to 5:00pm PST)


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.


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