Position: Executive Assistant
Reports to: CFO/COO/CCO
Location: San Francisco, CA
Salary: $150k base plus excellent benefits and bonus
Key Responsibilities
Executive Assistant:
- Provide administrative support to the two Founding Partners and the Head of Investor Relations, including calendar management, scheduling meetings, and drafting correspondence.
- Act as a liaison between the Executives and internal departments, as well as external partners.
- Fully own, manage, and maintain executive calendars, including scheduling multi-party meetings across time zones.
- Coordinate complex domestic and international travel arrangements, including flights, hotels, meals, and car services for executives.
- Track and reconcile travel and expense receipts, ensuring timely report submission.
- Support event planning for team off-sites and quarterly meetings, managing logistics, vendor coordination, and day-of event support.
- Manage office conference room setup, providing technical and AV support when needed.
- Assist with preparing materials for business meetings and manage related logistics such as catering and travel arrangements.
- Act as a back-up to the Office Coordinator and support visiting executives from global offices.
- Handle highly confidential and sensitive information with utmost discretion.
- Assist with special project-based work for the firm as requested.
Personal Assistant:
- Coordinate and manage personal tasks for one of the Founding Partners (FP) and his family, including interfacing with various members of the family support staff.
- Manage, coordinate and oversee personal calendars, regularly corresponding with the wife’s team to ensure no conflicts arise.
- Prepare and distribute holiday communications, cards, and e-cards on behalf of the FP and his family.
- Assist with travel plans for the FP, family members, and special guests.
- Assist with planning family events and managing personal properties.
Qualifications & Preferred Skills:
- Education & Experience:
- Bachelor’s degree required.
- Minimum of 5 years of experience supporting C-level executives, preferably in venture capital, private equity, hedge funds, or finance.
- Core Competencies:
- Exceptional organizational skills with a keen attention to detail and the ability to multitask and prioritize in a fast-paced environment.
- Advanced proficiency with Microsoft Office applications (Word, Excel, PowerPoint, OneNote, Teams and Outlook).
- Strong written and verbal communication skills, with an ability to proofread and edit documents.
- Demonstrated ability to manage complex global travel arrangements and coordinate logistics for events and meetings.
- Proven ability to handle sensitive information with discretion, professionalism, and integrity.
- Key Traits:
- Proactive, self-starter with a strong sense of ownership and initiative.
- Confidence to work independently with minimal supervision, while also being a collaborative team player.
- Ability to think strategically, critically, and creatively when solving problems or managing tasks.
- Flexible to support executives across different time zones and adaptable to shifting priorities in high-pressure situations.
- High ethical standards, operating with humility, thoughtfulness, and honesty.
- Additional Skills:
- Experience with CRM systems for managing contacts and client information.
- Familiarity with global office environments and remote team collaboration.
- Ability to represent senior executives with professionalism and integrity, ensuring an excellent level of service to high-level individuals.
- Eagerness to learn, curiosity to ask questions, and a desire for continuous improvement.
Benefits:
- Competitive salary and benefits package.
- 401(k) plan with company match.
- Daily lunches provided
- Fully stocked kitchen with snacks and beverages.
- Free parking.
- Opportunity to work closely with senior leaders in a dynamic, rising investment firm.