Executive Assistant to CEO

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Job Id:EB-1938955202
Send your resume to info@insearchsf.com with the job id

Key Responsibilities

Build out offices in Fairfield, Vallejo and Vacaville including onboarding and managing vendors, purchasing furniture and equipment.
Manage a heavy calendar and meeting responsibilities to include travel planning
Proactively prioritize the CEO’s time based on major initiatives and other priority items
Track deliverables and actions items on behalf of CEO
Provide analytical, strategic, and operational support to the CEO
Draft presentation materials for various meetings and engagements
Establish high-level contacts of a sensitive nature inside and outside the company and maintain those relationships

Top keys for client

Familiar with addressing problems where analysis of data requires a review of a variety of factors
Experienced with building out and developed procedures and practices to determine appropriate action with impeccable judgment
Strong with working cross-functionally and building relationships to accomplish objectives and key results
Strong at tackling complex projects across multiple departments that requires finesse, flexibility, and patience
Able to handle sensitive matters and exercise sound judgment, discretion, and confidentiality
Savvy at interfacing with leaders and individuals at all levels, particularly in written and verbal communication ability to communicate clearly and concisely across all levels, with maximum attention to detail
Comfortable in a fast-paced startup environment that can be dynamic at times.

Executive Assistant

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Job Id:EB-1875922228
Send you resume to info@insearchsf.com with the job ID

KEY RESPONSIBILITIES:
• Heavy Scheduling/calendar management and general support for the team anticipating needs and supporting with general meeting prep, daily schedule maintenance
• Produce and process correspondence: Determine appropriate disposition or priority for professional’s attention. Compose a response for signature, as required.
• Handle all information confidentially.
• Gatekeeper of professional’s time and access
• Act as a liaison between professionals and “the world,” including portfolio company management teams.
• Arrange and coordinate business and personal travel
• Support with expense reporting
• Demonstrate superior attention to detail in all areas of responsibility
• Provide meeting support: jump in to help troubleshoot zoom issues, manage conference room calendars
• Prepare expense reports
• Responsible for all document flow (in/out boxes, faxing, copies, FedEx, etc.)
• Create and maintain files for professionals, including “deal files.”
• Ensure professionals tools (i.e. computer, laptop, phone, etc) are in good working order by coordinating with MIS department
• Maintain contacts databases for professionals
• Ad hoc project support

Personal Responsibilities
• Arrange family travel, as requested
• Run errands, as requested

General Office Responsibilities:

BACK-UP:

• Primary back-up to KED
• Cover front desk as requested for breaks, etc.

TOP KEYS FOR CLIENT:
• Ability to work with many different groups of people, all with varying agendas
• Understands the sensitivity of confidential information and documents
• Must be able to respond to variable workflow and maintain composure in a high-pressure environment.
• Excellent written and verbal communication skills with the ability to exercise tact, good judgment and diplomacy in dealing with management and the public.
• Extensive domestic and international travel experience.
• Regular, reliable attendance and punctuality. Flexibility to come in early or stay late on short notice, if requested. Must back-up the administrative team and provide coverage for other professionals when required.
• Detailed oriented, accountable and learns from mistakes .
• Experience in working in corporate and family office environment (personal travel, personal expenses/business ventures).
• Accepts criticism well, easy going personality, likable, not uptight, “thick skin”, hard to rattle.
• Strong organizational and people skills.
• Has a track record of loyalty and confidentiality with prior employers.
• Available, but must have defined boundaries.
• Able to anticipate needs and act upon requests independently

Executive Assistant

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Job ID EB-6439554784
Send your resume to info@insearchsf.com witht he Job Id

ATTRACTIVE FACTORS

• Low turnover in firm
• Strong close-knit team with fun monthly team building events
• Lunch provided every day and stocked pantry
• Work/life balance
• Stipend for cell phone & home internet
• Monthly wellness stipend

KEY RESPONSIBILITIES

• Proactive and strategic management of scheduling of 2-3 investment team calendars (including Partner-level investors); organize internal and external meetings and logistics coordination; manage the day-to-day meeting flow including reserving conference rooms, setting up Zoom links; prioritizing meeting requests and work proactively to identify and mitigate schedule conflicts; collaborating with EA team on scheduling across the team. High degree of focus on precision, excellence, and moving with a sense of urgency.
• Handle travel arrangements domestically and internationally, assistance in passport and itinerary coordination. Learn and incorporate preferences of individual executives. Carefully consider and decide the optimum travel arrangements and itinerary for calendared meetings. Coordinate all details for ground transportation, hotels, restaurant reservations, with addresses and directions for all locations. Ensure all details are included in calendars.
• Creation, routing, and processing correspondence while exercising a high degree of confidentiality
• Working as a team with the support staff
• Manage expenses reports, receipt collection, and invoices
• Assist with other projects as needed, including event planning and organization
• Be present in the Palo Alto office during business hours a minimum of 4 days per week (and as needed) to host and direct visitors, interact with investment staff, and work with broader EA team as needs arise. While Monday through Thursday are Venrock’s current designated days in office, the firm may return to a Monday through Friday schedule in the future.

TOP KEYS FOR CLIENT

• Bachelor’s degree and relevant work experience. Must have 7+ years of direct admin support with experience supporting a Partner at investment firm and/or C-level leader.
• Brings their whole self to work every day. Embrace bringing positivity, excellence, humor, and fun to the office and in interactions with others
• Excited to support a female Partner and CEO who juggles work, and her family — including two young daughters!
• Highly detail-oriented, highly organized, resourceful, reliable, and communicative. Able to quickly learn preferences and priorities, able to anticipate changes or difficulties with “one step ahead” mentality. Enjoys and is adept at working with different personalities and tailoring communication and workstyle as needed while meeting overall firm requirements
• Excellent written and oral communication; diplomatic and professional demeanor at all times, utilizes a high degree of discretion and abides by strict confidentiality
• Exceptional organization and task urgency, able to juggle multiple priorities effectively and while maintaining a high-quality level
• Understanding that job will require responding to needs that arise in the evenings or on weekends, with situation appropriate urgency
• Thrives in a fast-paced environment
• Great listening skills, openness to feedback, desire for learning and growth
• Fluent in Google office platforms and Microsoft Office, with a proven ability to manage time efficiently and prioritize multiple stakeholders, functions, and tasks
• Able to work both independently and collaboratively across EA team with a team-oriented mindset and excellent communication

Executive Assistant

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KEY RESPONSIBILITIES

Execution, Administration, and Coordination 

  • Serve as primary contact for the executives
  • Monitor heavy and fluctuating calendar, e-mails, and flow of communication
  • Plan ahead and coordinate special projects for executives as requested
  • Maintain accountability and accept responsibility for daily activities reporting to executive on status of all activities, requests, and open items

Communication and Information Management 

  • Compose, draft, proof, edit, and finalize correspondence including e-mail and other documents
  • Greet executives’ visitors and ensure their comfort
  • Detail Management/Coordination
  • Produces work that is thorough and meticulous; attend to all necessary details; deliver timely results in all areas including:
    • Correspondence
    • Travel arrangements
    • Expense management
    • Meetings, agenda times, participants’ confirmation
    • Calendar coordination and cross-checking of facts
    • Coordination with other team members
    • Outlook contact database

Planning 

  • Handle planning logistics for domestic and international trips using the Firm’s contracted travel agency
  • Prepare expense reports in timely manner ensuring accuracy and submit in accordance with Firm policy
  • Monitor executives’ calendars and anticipate where conflicts might
  • Schedule and coordinate meetings and executive events
  • Facilitate the successful implementation of projects initiated by executive and/or office manager

ATTRACTIVE FACTORS:

  • Be part of a rapidly growing firm and team
  • Strong pipeline of large funds
  • Stability of firm
  • Work/life balance; flexible hours
  • 3 weeks of vacation to start
  • Volunteer opportunities
  • Breakfast and lunch provided
  • FSA
  • Continuing Education and Professional Development classes offered

TOP KEYS FOR CLIENT:

  • Five plus years’ experience in a similar role; with high-level executives
  • College degree preferred
  • Financial industry knowledge highly desirable
  • Excellent writing, editing, and verbal communication skills
  • Advanced computer skills using Microsoft Office Suite: Word, Excel, PowerPoint and Outlook; able to quickly and accurately produce/edit Excel spreadsheets and PowerPoint presentations
  • Excellent diplomatic skills; skilled at developing and maintaining personal, social, and business relationships representing KKR in a professional manner
  • Superior time management skills; critical thinker with strong attention to detail
  • Able to manage highly sensitive, confidential information with complete discretion
  • Critical thinker with sound judgment
  • Acts as a solution provider; think “outside the box”
  • Sense of urgency; ability to work in a fast-paced, dynamic environment and flexible attitude when responding to changes
  • Self-motivated; proactively identify areas for improvement to better streamline team workflow
  • Team player capable of working in a way that reflects the firm’s core values and principles
  • Ability to manage a high volume of work and prioritize tasks and projects according to what is most time sensitive with minimum supervision
  • Openness to suggestions, willingness to embrace feedback and constantly look for ways to improve processes

Executive Assistant to CEO

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Job ID: EB-9158186837

Peninsula (Moutain View)

 ATTRACTIVE FACTORS

  • Ideal role for an individual looking to make a difference
    • Passionate team, mission-focused for clients: “building wealthier lives”
  • Opportunity to work with a family-oriented organization
  • Extremely positive place to work, all employees hold each other to a high standard of excellence
  • Caring and compassionate culture 
    • Building deep relationships internally and externally
  • Building trusted relationships is the #1 core value
  • Opportunity to work with an organization with meaning and purpose
  • Potential to grow in the role as company expands
  • Autonomy – the CEO is not a micromanager 
  • Work/life balance,  communication outside work hours minimal but some required to connect with the CEO’s meeting schedule

 

ROLE DESCRIPTION

This position serves a critical support role for the CEO by handling a variety of projects and administrative functions as needed.  Role is to enhance CEO’s effectiveness by providing high level organization, information management support and representation

 

KEY RESPONSIBILITIES

  • Calendar management/meeting coordination/meeting follow up
  • Manage CEO’s inbox
    • Triage communication, respond on his behalf, summarize daily priorities
  • Coordinate travel (5% – 10%)
    • CEO travels approximately 1x a month outside of Bay Area 
    • Travels outside of office locally for many meetings per week
  • CRM management (client tasks, contacts)
  • Personal Assistant as needed
    • Help manage CEO’s family calendar (CEO is married with 3 teen kids)
    • Help manage health and physical appointments (avid runner)
    • Coordinate outside needs
  • Act as CEO’s gatekeeper – in a “diplomatic liaison” fashion
  • Internal meeting management
    • Sit in on internal team meeting to help follow on action items and deliverables to and from associates
  • Philanthropic, advisory, and CEO board engagements (meeting prep, travel etc.)

 

TOP KEYS FOR CLIENT

  • Must be sharp and quick learner – you will act as an extension of the CEO
  • Strong communicator (written and verbal) 
  • Team-oriented  
  • Anticipate CEO’s needs and translate priorities 
    • Navigate CEO’s schedule in advance (blocking & tackling)
    • Desire to understand the business
    • Desire to understand and shadow the CEO in all aspects
  • Tech savvy and can work with office, excel, PowerPoint
  • Looking for a long-term partner

 

ABOUT THE CEO

  • Complex, kind-hearted and generous
  • Genuinely cares about people
  • Extremely humble, not a typical executive 
  • Daily check-ins, weekly meetings – will be accessible with communication – he prefers in-person whenever possible
  • Leads very purposeful/full/balanced life – health, family, friends, charitable, company all competing for time and he fills every minute
  • Nonprofit charitable board commitments (2-3 orgs
  • YMCA Silicon Valley, Project Cornerstone, Children Now,  

Executive Assistant to Founder

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Submit your resume to info@insearchsf.com

Job Id:EB-1399264256

 

hybrid role – in the office 3 days/week.

ATTRACTIVE FACTORS:

  • Carry in the fund / equity
  • Autonomy
  • Full exposure to the leadership team and portfolio companies
  • Lots of event planning
  • Work/life balance – no communication when not in the office
  • Fun/collaborative team

 

KEY RESPONSIBILITIES:

  • Manage a broad variety of administrative tasks for the Managing Partner and broader studio team, such as maintaining an active calendar of meetings, appointments, and travel bookings
  • Coordinate and plan the logistics of studio & venture team meetings, external investor meetings, and off-sites
  • Coordinate with external parties to finalize contracts such as non-disclosure agreements (NDAs)
  • Assist the studio in both recruiting and running various research projects (e.g., consumer research studies)
  • Compose, prepare, and hold in confidentiality various internal and external studio correspondence
  • Aid in the organization of the studio’s digital file repositories through Google Drive and other tools
  • Manage the studio’s office operations, team experience, and supplies
  • Be constantly exposed to new industries and business ideas and have a mindset that enables you to enjoy constant learning and be good at learning quickly
  • Manage highly-detailed administrative and operational tasks
  • Create an engaging and welcoming office experience where employees enjoy coming to work
  • Be a founding member on a small team, and do what it takes to launch a successful venture studio
  • Roll up your sleeves to get things done, and adept at juggling multiple priorities

 

TOP KEYS FOR CLIENTS:

  • 3+ years of experience providing direct administrative support to 1 or more C-level executives and 1+ years of facilities/office management preferred
  • Bachelor’s degree
  • Experience in Google Suite and Slack (or similar applications and willingness to learn)
  • Ability to both collaborate and work independently on projects from conception to completion
  • Must be able to work under pressure to handle a wide variety of detail-oriented activities and confidential matters with discretion
  • Strong interpersonal skills and the ability to collaborate with a small team to drive maximum results
  • Hyper-organized, able to prioritize, and balance proactive & reactive work

 

Executive Assistant to Program Strategists

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Submit your resume to info@insearchsf.com

Position ID: EB-4125027901

 

ATTRACTIVE FACTORS

  • Very generous medical and benefits program
    • Medical/dental/vision covered 100% for employee and dependents
    • $5k health savings account from employer (refilled every quarter to ensure all out-of-pocket expenses are covered}
    • 401k matched 100% by firm and an additional 100% in profit sharing
    • Parking/commuter benefits
    • Health/wellness monthly allowance
    • Generous PTO policy including the week off between Christmas & NYE
  • Free lunch & snacks
  • Opportunity for longevity within firm
  • Very pleasant people to work with
  • Vital part of the org
  • Open to ideas and suggestions to improve processes

KEY RESPONSIBILITIES

  • Manage and organize fast-paced set of activities for multiple calendars, focused on supporting five Program Strategists, including:
    • Full calendar support for competing priorities (booking internal and external meetings, coordinating with partner organizations and grantees)
    • Booking travel arrangements and other travel related expenses
  • Handle highly confidential and non-routine information with the highest levels of professional standards and attention to detail
  • Produce professional, accurate, and polished documents generated or required by staff members in a timely manner; create and develop visual presentations as needed
  • Professionally and hospitably greet guests, supporting guests as required
  • Manage logistics of staff and client meetings
  • Manage monthly expense reporting for the team
  • Provide backup support to the team, including other executive assistant and liaise with suite-wide admin staff and leadership to ensure seamless inter-office communications and share administrative duties as assigned
  • Maintain accurate and current electronic and paper files and keep the office organized and operating effectively and efficiently; set up systems to enable effective operations
  • Conduct, synthesize and report on basic research as required by the staff
  • Manage special projects and other duties as assigned

Executive Assistant to Operations team

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Attractive Factors:

  • Close-knit, collaborative team
  • This candidate will be able to take ownership of the role
  • Gorgeous office
  • Company is really growing rapidly
  • Be a true partner to the executives
  • Enjoy a flexible schedule

Key Responsibilities:

  • Book international and domestic travel (sometimes private)
  • Providing Support to 3 investment professionals.
    • Act as point of contact among executives, employees, external parties
    • Log meetings & contacts in SugarCRM
  • Proactive Calendar Management day to day scheduling, catching and resolving conflicts, rescheduling to accommodate ever-changing priorities
  • Thoughtful Travel Arrangements make travel as convenient and efficient as possible, based on individual preferences – while adhering to firm policies
  • Diligent Phone Coverage screening and directing calls, providing back up on all lines
  • Monthly Expense Reports accurately coding cash and credit card expenses in Concur
  • Liaise with Portfolio Companies coordinating board meetings and logistics, scheduling and managing recurring calls and meetings
  • Provide Back Up Support to the Admin Team as needed; assist with events & team outings

Top Keys for Client:

  • 3+ years of experience directly supporting C-Level Executives
  • Candidates must live in Atlanta
  • Stellar organizational and time management skills with a knack for taking initiative
  • Excellent written and verbal communication skills
  • Must be professional and able to interact with high-level, high net-worth people
  • Work with the utmost confidentiality and discretion

Job ID: EB-5381742521

Executive Assistant

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Submit your resume to info@insearchsf.com

JOB ID: EB-2006045952

POSITION: HR Generalist

  • Requirements

    • Handleand secure confidential Human Resource information and release information to authorized parties.
    • Generating official internal documents such as offer letters, appointment letters, salary slips and warning letters.
    • Creating onboarding plans and educating newly hired employees on HR policies, internal procedures, and regulations.
    • Maintaining physical and digital files for employees and their documents, benefits, and attendance records including federal and state compliance requirements.
    • Creating employee engagement plans, getting necessary budget approval, and initiating activities.
    • Collaborating with outside vendors, upper management, and employees to maintain CSR standards conscripted by authorities.
    • Evaluating employee performance and appraising their pay scale accordingly.
    • Taking appropriate disciplinary action against employees who violate rules and regulations and addressing employee grievances.
    • Process bimonthly payroll through ADP and monitor Time and Attendance as required. Provide payroll and health & benefits reports to Parent Company back-office accounting department bi-monthly.
    • Perform routine clerical tasks such as filing, duplicating, photocopying, and assembling bulk mailing and perform related HR work and ad hoc projects, asassigned/required.

    Qualifications:

    • Excellent verbal and written communication skills and problem-solving skills and resourceful thinking.
    • Ability to interview new candidates, oversee employee benefits, end-user HR technology and workforce management systems (ADP Payroll and Benefits)
    • Strong empathy and interpersonal skills and detail-oriented, excellent organizational skills.
    • Communicate effectively and professionally, both orally and in writing with third party professionals, government agencies, diverse and multi-cultural clients, staff, and thepublic.
    • Work collaboratively as a team and establish and maintain effectiveworking relationships with others.
    • Use tact, discretion, and prudence in dealing with those contacted in the course ofthe work and independently analyze situations and take appropriate action within established guidelines.
    • Embrace punctuality with a daily sense of urgency to ensure work product is produced at the highest professional level, and on time asrequired.
    • Meet multiple deadlines under pressure, records information and prepares, reports from ADP, Health & Benefits, and other benefits providers.
    • Seeks opportunities to grow personally andprofessionally.

    KNOWLEGDE OF:

    • Strong business knowledge and capabilities crucial to a successful HR generalist role and responsibilitiesis highly preferred.
    • Modern office practices and procedures and proficient skills utilizing Microsoft Office Products (i.e., Outlook, Word, Excel, PowerPoint, SmartSheet, Adobe, and QuickBooks.
    • Proper English usage including grammar, spelling, punctuation, filing systems,and vocabulary covering common administrative terminology.
    • Fluent in Spanish, notary license, and general knowledge of the mission of thecompany and the population it serves, is desirable.
    • Principles and practices of good customer service and supportivelistening.