Be an Integral part of a Bright Team!

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POSITION:

Executive Assistant to 3 Partners

ATTRACTIVE FACTORS:

  • Be a part of an exciting, team-oriented environment
  • Work alongside very bright, enthusiastic people who are passionate about what they do
  • Excellent work/life balance
  • Opportunity to interface/interact with high-profile, interesting clients
  • EA’s interests are recognized and the opportunity to take on exciting projects is available
  • Plan exciting, cool events
  • Casual environment
  • No micromanaging; EA is given the opportunity to take ownership of the role
  • Frequent Happy Hours, anniversary dinners, summer events such as go kart racing
  • Health, dental, and FSA benefits

KEY RESPONSIBILITIES:

  • Provide administrative support to 3 partners
  • Heavy calendaring
  • Coordinate domestic/international travel on a monthly basis
  • Be an extension of the Partners; liaise with high-profile clients
  • Demonstrate superior attention to detail in all areas of responsibility

JOB ID: GISB202210

Once in a Lifetime Opportunity!

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POSITION: EA to CEO

We’ve been exclusively retained by a High-Profile powerhouse CEO/Founder with influential entertainment/celebrity clientele that are making a global impact. Opportunity to travel, join an incredible team with a fast-growing company that has lots of room for growth!

ATTRACTIVE FACTORS

  • Fast growing, multi-faceted company
  • Incredible team environment-young, friendly, lively
  • World class clients that have a global impact
  • Be an integral part of something groundbreaking
  • Exposure to the most influential entertainments icons
  • Unprecedented opportunity for growth within the firm
  • Opportunity to travel and experience extraordinary once in a lifetime events

TOP KEYS FOR CLIENT

  • Scrappy + resourceful; a self-starter
  • Multifaceted and excels in managing multiple projects across range of areas, with competing and tight deadlines
  • Strong sense of awareness and ability to anticipate and quickly react to changing needs
  • Fantastic written and in-person communication skills
  • Experience managing a team, preferred
  • Knowledge of and interest or experience in beauty, fashion, health and wellness, travel and/or tech a strong plus
  • 4+ years of experience in a fast-paced, entrepreneurial environment
  • Highly execution oriented with good strategic instincts and a reputation for getting things done
  • Communicates effectively: able to clearly and succinctly communicate verbally and in writing in a variety of settings and styles; can get messages across that have the desired effect
  • Intellectual horsepower: is bright and intelligent; deals with concepts and complexity comfortably; described as intellectually sharp, capable and agile
  • Interpersonal savvy: relates well to all kinds of people, builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high-tension situations

JOB ID: GIS2022P2

Exciting Senior Executive Assistant Role!

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POSITION

Sr. Executive Assistant

ATTRACTIVE FACTORS

  • Support incredibly smart and kind executives
  • Positive culture and office environment
  • Opportunity to work with exceptional leaders
  • Ability to work alongside a passionate, motivated, and smart team
  • Beautiful office close to Bart
  • Opportunity to work on projects big and small
  • Unique role – not a traditional EA role, no two days are the same

KEY RESPONSIBILITIES

  • Executive Support
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures and develops strategies that plan for quick pivots and mitigate bottlenecks
  • Board Support and Liaison
  • Senior Management Liaison
  • Participates as an adjunct member of senior leadership
  • Communications, Partnerships, and Outreach
  • Oversee communications on behalf of the CEO with board members, org staff, and others on matters related to CEO’s day, weekly, and monthly schedules
  • Strategic Initiatives
  • Works with team in coordinating the CEO outreach activities
  • Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships

 

JOB ID:GISB2022X807

Join a Fantastic Culture!

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POSITION:

Executive Assistant

ATTRACTIVE FACTORS:

  • Fantastic culture, reputable company
  • 100% medical, dental, vision for employees and dependents / Cigna PPO or Kaiser
  • $2500 stipend to offset medical bills
  • On demand workout trainer (future). Comes with Apple Watch.
  • Mental health, career coaching, and therapy benefits through Modern Health and Thrive subscription (created by Ariana Huffington)
  • W/L balance
  • 401(K) with 10K match
  • Gorgeous offices in both Menlo Park and San Francisco

 

RESPONSIBILITIES:

  • Extensive calendar management. Manage changing calendars and priorities
  • Email and communication management: Ensure no critical communications go unnoticed and that every internal and external interaction is a top priority.
  • Daily schedule preparation, confirming all meetings, and sending calendar reminder.
  • Travel planning for internal and external meetings.
  • Prepare travel arrangements and itineraries, and meticulously file expenses.
  • Coordination of door-to-door complex travel arrangements (domestic & international), including flights, hotels, and booking private aviation.
  • Work with the other assistants to plan and manage internal and external meetings and events.
  • Excellent organizational skills with extreme attention to detail.
  • Able to interact with all levels, as well as external executives and investors, in a fast-paced environment, and remain calm under pressure.

 

 

JOB ID:GISB2022K27

Fantastic Learning and Growth Opportunity!

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POSITION

Executive Assistant

ATTRACTIVE FACTORS

  • Great exposure and learning opportunity
  • Interacting with the biggest innovators in technology and finance
  • Positive, hardworking, optimistic team – supportive like a family
  • Free parking
  • Gorgeous office in Miami

TOP KEYS FOR CLIENT

  • Bright, high IQ and EQ
  • Maturity and discretion
  • A confident executive assistant who is an executer, meticulous with details
  • Someone who really connects with the role and cares about the culture and the team
  • Friendly and outgoing personality
  • Positive attitude, happy to be there
  • Strong work ethic
  • Someone with a calm and compassionate energy/nature
  • Someone who can handle busy schedules and juggling tasks

KEY RESPONSIBILITIES

  • Calendaring, travel coordination, event planning
  • Contact management and strategy
  • Complex expenses, be savvy with solutions
  • Manage and implement strategic processes

JOB ID: GIS2022F215

ONCE IN A LIFETIME OPPORTUNITY!

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We have been exclusively retained by a high-profile powerhouse CEO/Founder to hire an Executive Assistant in NYC. Opportunity to join a fast-growing company with an incredible team and work with the most influential entertainment/celebrity icons that have a global impact. Email me if you’re interested

ATTRACTIVE FACTORS

  • Fast growing, multi-faceted company
  • Incredible team environment-young, friendly, lively
  • World class clients that have a global impact
  • Be an integral part of something groundbreaking
  • Exposure to the most influential entertainments icons
  • Unprecedented opportunity for growth within the firm
  • Opportunity to travel and experience extraordinary once in a lifetime events

TOP KEYS FOR CLIENT

 

  • Scrappy + resourceful; a self-starter
  • Multifaceted and excels in managing multiple projects across range of areas, with competing and tight deadlines
  • Strong sense of awareness and ability to anticipate and quickly react to changing needs
  • Fantastic written and in-person communication skills
  • Experience managing a team, preferred
  • Knowledge of and interest or experience in beauty, fashion, health and wellness, travel and/or tech a strong plus
  • 4+ years of experience in a fast-paced, entrepreneurial environment
  • Highly execution oriented with good strategic instincts and a reputation for getting things done
  • Communicates effectively: able to clearly and succinctly communicate verbally and in writing in a variety of settings and styles; can get messages across that have the desired effect
  • Intellectual horsepower: is bright and intelligent; deals with concepts and complexity comfortably; described as intellectually sharp, capable and agile
  • Interpersonal savvy: relates well to all kinds of people, builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high-tension situations

 

THE IDEAL CANDIDATE EMBODIES

 

  • Professionalism and Discretion: You maintain a high degree of discretion in all aspects of work and display courtesy and professionalism in all interactions and with all contacts (internal/external and personal/professional). You manage difficult and/or sensitive situations effectively and appropriately. This is a fun role but one that requires a great deal of time and a substantial commitment to ensure everything is organized, moving forward and on time (deliverables and people).
  • Communication: You are an exceptional communicator (both internally and externally) and  who appreciates a direct approach
  • Action orientated: Enjoys working hard; is action oriented and full of energy for the things that he/she sees as challenging; not fearful with acting with baseline information and filling in as necessary, seizes more opportunities than others
  • Flexible: You understand things change. You perform various duties depending on shifting needs and are willing to pitch in wherever needed.
  • Attitude: Good vibes only. We are a collaborative and supportive organization, where you will be expected to maintain a positive attitude and calm demeanor. You will operate with the highest levels of honesty, integrity and kindness.

 

Make an Impact!

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POSITION: 

Executive Assistant  

Hybrid; in office 3 days a week maximum 

ATTRACTIVE FACTORS: 

  • Be a part of an exciting, team-oriented environment 
  • Work alongside very bright, enthusiastic people who are passionate about what they do 
  • Growing portfolio includes well-known biotechnology companies that are discovering and developing novel therapeutics. 
  • Opportunity to interface/interact with high-profile, interesting clients 

KEY RESPONSIBILITIES: 

  • Manage and coordinate heavy Scheduling/calendar management and general support for the investment team (1 in NY, 2 in SF) – anticipating needs and supporting with general meeting prep, daily schedule maintenance, travel arrangements, client management and other company logisitcs 
  • Domestic/international travel arrangements 
  • Support with expense management and reporting 
  • Be an extension of the Investment team; liaise with high-profile clients and external partners 
  • Demonstrate superior attention to detail in all areas of responsibility 
  • Share responsibility with our existing Executive Assistants to manage office: visitors tracking, logging details into building’s management tool, greeting and seating guests 
  • Provide meeting support: jump in to help troubleshoot technical issues, manage conference room calendars and appearance 
  • Interact with Property Management and keep team updated on relevant news and developments 
  • Event planning and logistics coordination 
  • Ad hoc project management, including office move support 
  • Embody a sense of professionalism and be a culture carrier, with all interactions both internal and external 
  • Provide exemplary relationship management when calendar changes arise to internal and external partners 

 

TOP KEYS FOR CLIENT: 

  •  Strong organizational skills, attention to detail and commitment to quality  
  • Effective interpersonal skills, with an ability to interface with personnel at all levels  
  • Ability to work with many different groups of people, all with varying agendas  
  • Strong sense of urgency, adaptability, flexibility and resourcefulness  
  • The ability to function professionally under pressure, while managing multiple concurrent priorities 
  • Be a team player with a desire to roll up sleeves and help; motivated by the opportunity to contribute on a tight-knit team passionate team 
  • Understands the sensitivity of confidential information and documents  
  • Handle sensitive situations with tact, diplomacy, and good judgment  
  • Able to anticipate needs and act upon requests independently 
  • Be a strategic partner to executives, ability to plan ahead for all possible scenarios  

JOB ID:GISVV1

Phenomenal Executive Assistant Role!

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Position

EA to CEO

Attractive Factors

  • Join a Series C startup quickly heading towards IPO
  • Receive significant equity in the company
  • Collaborative, supportive, and diverse/international company

Key Responsibilities

  • Expertly own and manage the CEO’s schedule, strategically aligning time with priorities. Respectfully adjust to frequent changes within a dynamic, fast-paced work environment with a flexible, adaptive mindset. Partner with the CEO to understand his priorities.
  • Develop a deep understanding of what is critical to the business to allow you to make the appropriate decisions for calendar management and proactively look for ways to improve processes to create efficiency. Act as a force multiplier and thought partner to the CEO, brainstorming and recommending solutions before they are requested.
  • Schedule with internal and external stakeholders including the executive team, board and investors, serving as a gatekeeper for inbound requests. This will require constant interfacing with the executive team, board and investors around mutual needs.
  • Plan and manage special projects such as executive off-sites, leadership team retreats, board and investor meetings, other meetings and events as needed. Assist CEO with identifying objectives and building agendas, coordinating logistics, creating meeting materials, and executing meetings and events.
  • Support CEO around domestic and international travel and finance. Plan travel itineraries and monitor travel to trouble-shoot changes in flights, meeting schedules, ground transportation, etc.
  • Maintain complete confidentiality on all sensitive business and personal matters with tact and professionalism.
  • Ad hoc projects, tasks, research and requests as needed.

Requirements

  • 3-5+ years previous experience and a passion for supporting a C-level executive in a high growth, fast-paced tech environment.
  • High sense of urgency with an innate drive to respond and take action quickly.
  • Ability to make good decisions in a fast-paced environment with changing priorities.
  • Comfortable managing up, holding executives accountable, and being persistent where needed to get the job done.
  • A service-oriented mindset, including anticipating all needs and last-minute scheduling changes.
  • Approachable, friendly demeanor in dealing with executives, customers, and employees. Excels at developing relationships and working with a variety of personalities.
  • Highly detail-oriented multitasker with superb organization skills.
  • Exceptional written and verbal communication skills.
  • Highly proficient with Macs, Slack, Zoom, and Google’s suite of business programs (Calendar, Mail, Drive, Docs and Sheets).
  • High level of integrity and discretion in handling confidential information.

JOB ID: GIS2022G8

Join a Supportive and Upbeat Team!

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POSITION:

Executive Assistant

ATTRACTIVE FACTORS:

  • Fun, close-knit team
  • Beautiful, modern office – roof top deck!
  • 100% covered health and dental
  • Bonus
  • Daily catered lunch
  • Company paid cell phone
  • Dog friendly office – they have an office puppy!

KEY RESPONSIBILITIES:

  • Heavy calendar and schedule management
  • Coordinate quarterly Board of Directors meetings for all companies in the Partners’ portfolios; establish and maintain excellent working relationships with Board Members and their support staff
  • Liaise with travel agents and charter services to arrange all travel (domestic and international; private and commercial)
  • Monitor e-mail for high priority and time-sensitive matters
  • Track all communication with prospective and current portfolio companies in firm-wide CRM
  • Prepare monthly expense reports in an accurate and timely manner
  • Submit portfolio chargebacks for travel expenses to and from quarterly board meetings
  • Execute signature pages of documents for review and approval as needed
  • Assist the finance team in obtaining Board of Directors presentation decks for internal records
  • Coordinate orders and pickups for lunch (and occasionally breakfast) when the Partners are in the office
  • Contribute to the overall success and operations of the office and team, including but not limited to: providing back-up support to other EAs, assisting with firm events, taking a shift at the front desk, etc.
  • Collaborate with other members of the administrative team regularly

TOP KEYS FOR CLIENT:

  • Strong organizational skills and superior attention to detail
  • Demonstrates ability to anticipate needs and issues before they arise, proactively identify solutions and work independently and collaboratively to problem-solve conflicts
  • Possesses poise under pressure; maintains composure in a fast-paced environment
  • Exceptional interpersonal skills and the ability to build relationships with staff and board members
  • Strong problem-solving and decision-making capability
  • Highly resourceful team-player, who is equally effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of professionalism in all situations
  • Willingness to assume additional responsibility and learn new skills

Minimum Qualifications 

  • 5+ years previous administrative experience with 3+ years’ experience supporting Executive level required
  • Thorough knowledge of word-processing, centralized file server and standard office equipment required
  • Advanced skills with MS Word, Excel, and PowerPoint preferred
  • Bachelor’s Degree or higher required

JOB ID: GIS2022G13

Advance your Career !

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Position:

Executive Assistant to CEO

Schedule:

Hybrid, 3 days a week in office

Attractive Factors:

  • Medical, dental and vision (99% covered for employee and dependents)
  • 401K match (100% of first 3%, total of 4.5%)
  • Growth minded company culture and motivated, tight-knit team!

Key Responsibilities:

  • Calendar management for CEO and team (2-4) members to ensure that CEO/Team’s time is effectively managed
  • Coordinate travel arrangements, primarily domestic while using independent judgment on priorities
  • Interface with the CEO’s contacts on his behalf, including investors, board members, senior executives, and employees at all levels of the organization
  • Interface with outsource service providers, including legal, PEO and finance/accounting as needed and subject to training
  • Participate in broad “company building” discussions to enable participation and ownership of key business/office management activities
  • Assist CEO with coordinating events and booking travel arrangements.
  • Lead and manage special projects on behalf of the CEO as they arise
  • Provide input and suggestions for continuous improvements in processes, culture, client experience, and other areas
  • Inform CEO of any pending problems, issues or concerns and proactively resolve or recommend solutions
  • Ensure CEO is prepared for all meetings and events, and assist with preparation of presentation materials in a logical organized way; keep CEO on track on a daily basis
  • Find new and efficient ways to create and maintain systems and processes to help maximize CEO’s time
  • Act as leader, role model and mentor to other administrative professionals
  • Support internal and external event-related activities as needed, including researching venues, organizing catering, managing invite lists, and other related items.
  • Adhere to all related regulatory and privacy requirements

Top Keys for Client:

  • 5+ years of Executive Assistant experience supporting C-Level Executives, (strongly prefer college graduate who aspires to me more of a “business partner” than traditional EA).
  • Experience interacting with high-level Executives and diverse individuals
  • Interest in Healthcare / Life Sciences and investing businesses
  • Experience in start-up/build out business, demonstrating strong initiative and discipline as part of a small team
  • Competency on basic corporate research, word processing, spreadsheets, accounting, and overall office management discipline
  • Strong organizational, critical thinking and client service skills.
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Excellent intuition and judgment as you are an extension of the CEO
  • Excellent communication skills and comfort drafting emails, talking points for speeches, etc.
  • Willingness to learn new things and ability to grasp new concepts quickly
  • Positive attitude and ability to maintain composure under stress.
  • Excellent judgment and poise when dealing with sensitive issues/situations and the ability to maintain confidentiality

JOB ID: GIS2022G18