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.