job ID:EB-2219131199
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HOURS:
- Full-time. Must be able to work in-person, five days per week, at the San Francisco office.
- Plan to arrive at office prior to Principal’s first meeting.
- Expect to field emails and ad hoc requests outside of office hours
ATTRACTIVE FACTORS:
- Be a part of an exciting, team-oriented environment
- Work alongside very bright, enthusiastic people who are passionate about what they do
- Opportunity to interface/interact with high-profile, interesting clients
KEY RESPONSIBILITIES:
- High-volume calendar management
- Own and manage calendar holds for standing Team Meetings (Mon) and Principal’s weekly internal syncs
- Manage personal appointments (medical, dental, etc.) on behalf of Principal and occasionally Family
- Confirm commitments 24h prior and execute changes as needed
- Daily review of Principal inbox to identify and flag outstanding action items
- Quarterly calendar review and restructure
- Understand, manage relationships, and cross-collaborate with external stakeholders
- Expense report management
- At present, must generate 3 reports monthly for both Principal and self for submission to CFO and Fund Admin Team
- Track and request all vendor receipts on behalf of Principal
- Management of domestic and international travel on behalf of Principal (Family and Household Team on occasion)
- Includes arrangement of flight (commercial and private [group]), hotel, ground transportation, executive protection, management of travel documentation (e.g., passport procurement and renewal, visa procurement, GOES/TSA PreCheck enrollment) and execution of all itinerary changes as needed
- Track flight credits in Google Sheet
- Oversee alternative assets (art acquisitions) on behalf of Principal.
- Manage all payment, shipment, and delivery logistics, both domestic and international.
- Document new advisory relationships, installation directions, and store invoices, POAs, PODs, hi-res image files in Dropbox
- Liaise with Banking Team (Citizens Private Bank) to prepare personal cap call payments, wire transfers, collect and manage tax documentation as requested
- Provide operational support to Principal, CFO, Fund Admin Team, and Counsel
- Know and understand LP relationships and commitments
- Have working knowledge of existing fund entities, vendor relationships, and reference sources
- Document prospective investments in Affinity and store pitch materials in Slack/Docsend on behalf of Principal
- Execute documentation on behalf of Principal
- Field and execute inbound LP admin requests; e.g., entity transfers, commitment increases, authorized contact updates, verbal wire verifications for cap calls
- Document prospective LP relationships in Google Sheet tracker on behalf of Principal
- Distribute and track LP sub docs; liaise with counsel regarding sub book review and follow up requests; document commitments either in Google Sheets/Airtable
- Distribute executed closing volumes at close of fundraise
- Update fund distribution lists in Gmail Contacts
- Coordinate bicoastal business lunches, dinners, and events on behalf of Principal (from 1:1 to large groups)
- Principal will offer direct feedback on venue preferences, but helpful to have working knowledge of elevated dining trends in alignment with brand
TOP KEYS FOR CLIENT:
- 10+ years of experience across spectrum of administrative and operational support, preferably in VC
- Self-motivated with the ability to excel in a fast-paced environment
- Ability to communicate effectively and diplomatically at all levels
- Ability to manage competing priorities