Are you a top-notch Executive Assistant that comes from the financial services industry and want to join a growing global private equity firm here on the Peninsula? Look no further, you couldn't ask for a better team. Will be supporting 3-5 high profile executives.
Responsibilities include:
EA Support (80%)
- Heavy scheduling and high-volume, complex calendar management––manage constantly changing calendars to maximize the efficiency of your team
- Coordinate extensive and complex travel arrangements (domestic and international) – including flights, hotels, meals, car service, international visas, itineraries, etc.
- Prepare and submit expense reports in an accurate and timely manner
- Thorough and strategic contact management for your team
- Greet and seat visitors, set up/break down conference rooms for meetings, and ensure a positive experience for all office guests. Seeking an EA who is very polished and “client-facing”, as there will be significant online and in-person interaction with many C-Suite executives on behalf of the supported executives.
Perform various Office facilities duties (15%):
- Help monitor and maintain inventory of necessary office supplies; order supplies as needed to keep basic supplies stocked, and to fulfill special requests from staff.
- Help maintain responsibility for general office upkeep and “look and feel.” This includes keeping kitchen and supply areas stocked, clean, and functional.
Other Support (5%)
- Provide event support and planning as needed, including retreats, meetings, and staff events. This includes logistical research and planning, day-of support, and invoice/billing management.
- Support other functional areas and members of the organization’s leadership team with special projects as needed. May include projects in HR, Recruiting, Marketing, Development, Finance or Programs.
- Prepare for their annual meetings which are typically held early in the year and alternate between the US (Bay Area office).
- You will need to be prepared to work extra hours when the team is working on a specific deal
Requirements:
7+ years of EA experience supporting multiple executives
- MUST HAVE GREAT JOB STABILITY!!!!
- MUST COME FROM THE FINANCIAL SERVICES INDUSTRY, PREFERABLY FROM EITHER VENTURE CAPITAL, PRIVATE EQUITY, WEALTH MANAGEMENT OR INVESTMENT BANKING
- Exceptional calendar management skills (using Outlook)
- Experience booking and managing complex travel itineraries for multiple executives
- Strong technical skills - advanced knowledge of Microsoft Outlook required; familiarity with Expensify expense reporting is ideal, but not mandatory
- Must be strong with Excel and PowerPoint for presentations
- Have the ability to multitask, prioritize tasks in a timely fashion with little-to-no supervision
- Obsessively organized, efficient, and have superb attention to detail.
- Possess outstanding communication and interpersonal skills, always acting poised, professional, articulate, and calm regardless of the situation
- Strong problem solver - able to anticipate issues before they arise and proactively find/recommend solutions
- Ability to learn quickly and maintain a high-performance level in a dynamic environment with shifting priorities
- Team player able to interact seamlessly with co-workers
- Mature, happy, confident, and professional demeanor
- Self-motivated and resourceful
- Trustworthy - handle highly confidential/sensitive matters with discretion and tact
- Dependable and consistent
- Thick-skinned, career-minded, and used to dealing with highly confidential information
Base salary $130-$160K (DOE) plus bonus with a very rich benefits package and great perks! WFH 2 days a week.
