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Executive Assistant

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JOB ID: EB-1819073060

Send your resume to info@insearchsf.com with the job ID

 

POSITION

Executive Assistant

HOURS:

4 days in office (WFH Fridays)

ATTRACTIVE FACTORS

  • Be a part of an exciting, team-oriented environment with people who enjoy each other’s company
  • Work alongside very bright, enthusiastic people who are passionate about what they do
  • Opportunity to interface/interact with high-profile, interesting clients
  • Be a culture creator, plan fun events with the EA team
  • Gorgeous office with an amazing view

KEY RESPONSIBILITIES

  • Heavy scheduling/calendar management and general support for 1 investment partner and 2 deal-team principals; anticipating needs and supporting with general meeting prep, daily schedule maintenance
  • Coordination and agenda setting for board meetings and weekly deal team meetings to review the investment pipeline
  • Ownership of the CRM module, Deal Cloud management (including, spearheading updates, and interacting with the vendor)
  • Prepare communications for executives to sign, become an accountability partner to the executives by helping them prioritize their time, recommending key activities that should focus on, and providing consistent feedback.
  • Domestic/international travel arrangements
  • Be an extension of the executives; liaise with high-profile clients
  • Demonstrate superior attention to detail in all areas of responsibility
  • Provide meeting support: jump in to help troubleshoot zoom issues, manage conference room calendars
  • Ad hoc project support
  • Handle various office management responsibilities.

TOP KEYS FOR CLIENT

  • Demonstrable ability to develop, build and maintain relationships with limited partners, bankers, and other financial professionals
  • Good judgment, excel at project management, ‘think on their feet’, doesn’t hesitate to take ownership and possesses excellent organizational skills, as well as a “can do, will do” attitude.
  • Excellent verbal & written communication skills; must present ideas with precision, passion, and conviction
  • Must be a comfortable & extremely competent writer and articulate speaker/presenter
  • Maturity, polish, and personal presence of the highest level; must be able to effectively interface with sophisticated prospects and clients
  • Ability to think strategically while efficiently managing operational details
  • Ability to plan, organize, and execute on a plan
  • A hard working, results-oriented self-starter who doesn’t hesitate to ask questions
  • Demonstrated ability to make good decisions on important issues
  • Organized, thorough and extremely detail oriented
  • A highly responsive individual (i.e., promptly answers to all inquiries)
  • Demonstrated ability to prepare communications on behalf of an executive
  • Strong proficiency w/MSFT office – Excel and PowerPoint required – as well as DealCloud and Concur
  • Strong database management skills
  • Egoless, with a roll-up-the-sleeves attitude
  • Unquestioned integrity including ability to utilize good judgment w/company credit cards
  • A team-oriented individual who works collaboratively in a high-performance environment and can foster strong internal working relationships across all levels of the organization
  • Minimum of 5 years of experience working in a private equity firm | hedge fund | VC firm | family office, or other similar financial institution in an administrative or executive administrative role

July 11, 2024

EA-PA supporting 2 General Partners

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JOB ID : EB-1006661359

Send your resume to info@insearchsf.com with the job ID

 

POSITION:

EA-PA supporting 2 General Partners, including a Founding Partner

Role will be approximately 70/30 split (70% EA/PA support to the Sr. Founding Partner and 30% for the other GP)

 

ATTRACTIVE FACTORS:

  • Great company culture–exciting, mission-oriented team environment
  • Work alongside very bright, enthusiastic professionals who are passionate about what they do
  • Well-funded, established VC firm with a growing portfolio which includes well-known companies such as Pinterest, Airbnb, DraftKings, and Shopify among many others
  • Benefits—MDV 100% Coverage + 401k
  • 20-day PTO + 5 Sick Days

(NOTE: 10-day flex PTO + set 5 days btw Christmas-New Year’s Day + set 5 days the week before Labor Day)

  • Daily Lunch provided
  • Many other perks such as Cell Phone and Internet Stipend

 

KEY RESPONSIBILITIES:

  • Heavy Scheduling/calendar management and general support for General Partners anticipating needs and supporting with general meeting prep, daily schedule maintenance
  • Plan and schedule travel, accommodations, and other reservations for business trips, with often changing travel itineraries
  • Support with expense reporting
  • Be an extension of the General Partners; liaise with high-profile clients
  • Demonstrate superior attention to detail in all areas of responsibility
  • Provide meeting support: jump in to help troubleshoot zoom issues, manage conference room calendars
  • Ad hoc project support

 

TOP KEYS FOR CLIENT:

  • EA-PA 10+ years of relevant experience within VC or Growth Equity
  • Expertise in calendar/meeting/travel management (Board meeting scheduling experience a plus)
  • Proactive/strategic scheduler who knows how or is willing to learn the NYC restaurant scene
  • PA and/or concierge/high-level hospitality experience is a plus (PA related work can make up to 50% of the job on some days so a high-level “go above and beyond” mindset is required)
  • Highly motivated and organized approach, with an excellent work ethic, judgement, resourcefulness, and bias towards getting things done
  • Professional, poised, and positive-upbeat demeanor with a strong “white-glove” customer service mentality
  • Experience working in a fast-paced environment with constantly changing priorities and competing demands
  • Extraordinary attention to detail (including timeliness) and an internal drive to produce
  • Strong tech fluency with experience in: Microsoft Office Suite, Google Suite, and Slack
  • Exceptional written and oral communication skills
  • Effective interpersonal skills, positive and upbeat with an ability to interface with personnel at all levels of the company
  • Team player with a desire to roll up sleeves and help; motivated by the opportunity to contribute on a small, tight-knit team
  • Understands the sensitivity of confidential information and documents and handle all sensitive situations with tact, diplomacy, and good judgement
  • Able to anticipate needs and act upon requests independently
July 11, 2024

Senior Executive Assistant to Chairman

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JOB ID : EB-8217941075

Send your resume to info@insearchsf.com with the job ID

 

 

POSITION

Senior Executive Assistant to Chairman

 

REPORTS TO

Chairman

 

COMPENSATION

Base DOE + 15% bonus + profit sharing

 

OFFICE EXPECTATIONS

4 day/week onsite, 1 day WFH

 

THE OPPORTUNITY

The Senior Executive Assistant will support the Chairman and work closely with top-level Partners, Co-Founders, and Executives. This is an opportunity to work alongside individuals who are driven by operational excellence and a passion for making history. The ideal candidate is a team player with exceptional communication skills, meticulous attention to detail, and creative problem-solving skills. The position requires the ability to juggle competing responsibilities while prioritizing strategically. Role will encompass relationships and responsibilities of both the firm and the Chairman’s family office.

ATTRACTIVE FACTORS

  • Exciting chance to join a well-established firm with a great brand
  • Partner with a wonderful executive who is a leading voice in sustainability and philanthropy
  • Chairman is genuine, kind and passionate about the work, and has a deep sense of purpose and mission
  • Be part of an upbeat, positive team culture and energized office environment
  • Plan exciting events of all sizes, with a great family office support team
  • Collaborate with other EA’s and meet for monthly lunches
  • Lunch provided daily
  • Additional benefits include 100% coverage of platinum medical, dental, vision, and life insurance plans for employees, company-funded HRA program for healthcare expenses in the benefit section, 401k match

KEY RESPONSIBILITIES

  • Extensive calendar management and travel planning for internal and external meetings: Manage changing calendars and strategic priorities, acting as “air traffic control”.
  • Daily schedule preparation, confirming all meetings, and sending calendar reminders.
  • Ensure timely preparation and delivery of all briefings and information for all meetings, speaking events or conferences.
  • Email and communication management: Ensure no critical communications go unnoticed and that every internal and external interaction is a top priority.
  • Manage high-volume incoming speaking requests.
  • Coordination of door-to-door complex travel arrangements (domestic & international), including flights, hotels, and booking private aviation.
  • Network Relationship Management: Liaise with tech executives and investors and help the partner leverage opportunities to engage with key stakeholders.
  • Plan and coordinate intimate events and dinners: Arrange all details, from selecting a unique venue to managing event registration and communication that aligns with the partner’s voice to coordinating the day of event logistics to ensure seamless execution.
  • Work with the other assistants to plan and manage internal and external events.
  • Gather, compile and distribute materials for portfolio company board meetings, internal Partner meetings and external board/committee activities.
  • Update and maintain extensive contact and event lists and track event invites and RSVPs.
  • Management of one Executive Assistant.
  • Partner with/delegate to Executive Assistant and Chief of Staff.
  • Liaison with office team, home staff and family office.

TOP KEYS FOR CLIENT

  • 10-15+ years of executive administrative support of a leader in the financial services industry, preferably in Venture Capital, Private Equity, Investment Banking, or UHNW individual.
  • A strong team player who thrives in a collaborative setting and works well within a matrixed environment, poised and able to work with individuals at all levels of the organization, as well as external executives and investors.
  • Proactive, positive, and personable with excellent communication skills and an upbeat, “can do” attitude- willing to take initiative with confidence.
  • Resilient, with the ability to manage multiple projects and deliver quality work to deadlines.
  • Remain calm under pressure in a fast-paced environment.
  • Discretion, diplomacy, and excellent judgment; high degree of integrity when dealing with confidential and sensitive information.
  • Exceptional attention to detail and excellent organizational skills.
  • Strong calendar management and prioritization skills.
  • Ability to process data and formulate reports.
  • Advanced proficiency with Gmail, Google Calendar, and key applications such as Word, Excel, PowerPoint, Expensify, and Zoom.

 

July 8, 2024

Executive Assistant to CEO

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Job ID: EB-1820571782

Send your resume to info@insearchsf.com with the job ID

LOCATION
Mountain View CA
POSITION
Executive Assistant to CEO
COMPENSATION
Base DOE + equity
REPORTS TO
Chief of Staff
OFFICE EXPECTATIONS
4 days/week onsite, 1 day WFH
ATTRACTIVE FACTORS
  • Be part of a team that is powering the future of AI
  • Team is successful and in an exciting time of growth
  • Fast paced environment and groundbreaking technology
  • Positive culture and office environment
  • Opportunity to work with a brilliant founder
  • Ability to work alongside and learn from a passionate, motivated, smart team
KEY RESPONSIBILITIES
  • Provide comprehensive and complex administrative support to the CEO; manage calendars, schedule meetings, coordinate travel arrangements, and manage inbound/outbound communications.
  • Maintain and update critical documentation, including spreadsheets, expense reports, and travel itineraries, ensuring accuracy, organization, and timely submission.
  • Provide personalized assistance to the CEO, discreetly handling errands, reservations, and personal appointments with professionalism and attention to detail.
  • Maintain the highest level of confidentiality and discretion in all aspects of the role, protecting sensitive information.
TOP KEYS FOR CLIENT
  • BA/BS degree or equivalent work experience.
  • Minimum 5 years of experience providing comprehensive administrative support to senior leaders in a high-growth, fast-paced organization, with a proven ability to adapt quickly to changing priorities and dynamic workflows.
  • Be passionate about constantly improving processes
  • Exceptional organization, multitasking, and problem-solving skills, with the ability to anticipate needs and adapt quickly to changing priorities.
  • Outstanding communication and interpersonal skills, maintaining strict confidentiality while effectively interacting with internal and external partners.
  • Proficiency in productivity tools (Google Office Suites, travel portals, expense report software) and experience in office management, facilities, or operations.
  • Humility – Egos are checked at the door
  • Collaborative & Team Savvy – We make up the smartest person in the room, together
  • Growth & Giver Mindset – Learn it all versus know it all, we share knowledge generously
  • Curious & Innovative – Take a creative approach to projects, problems, and design
  • Passion, Grit, & Boldness – no limit thinking, fueling informed risk taking
June 28, 2024
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