Change the World!

By |

POSITION:  (Hybrid)

Executive Assistant to Founder

 

ATTRACTIVE FACTORS:

  • Opportunities for event planning and ad hoc project management
  • Supporting a well-known and regarded down to earth female founder
  • Exposure to innovative female and diverse founders and portfolio companies focused on positive world and humanity changing technologies

KEY RESPONSIBILITIES:

Executive Assistant to Managing Director 

  • Sophisticated calendar management for a rapidly changing schedule
  • Assist with processing paperwork for new startups
  • Draft, review, redline and/or comment on and proofread documents and charts as needed; transcribe partner notes or edits to emails or documents and charts.
  • Provide logistical support for meetings in the office and elsewhere.
  • Manage complex travel arrangements.
  • Track expenses; manage credit cards and receipts.

Relationship Management Support 

  • Update and maintain partner/firm contacts using Customer Relationship Management (CRM) system.
  • Knowledge of LinkedIn to research new and existing contacts and extend invitations to connect via LinkedIn to contacts met in office and at events. Respond to requests for connection using defined criteria.

Event Management 

Arrange all aspects of firm annual meeting and other events including identifying, inviting and scheduling participants and speakers; arranging for meals, materials, decorations, gifts, AV; and coordinating necessary local transportation.

TOP KEYS FOR CLIENT:  

  • Able to work in a fast-paced environment and adapt quickly to changing needs and priorities.
  • Enjoy being part of a high performing team but work largely independently.
  • Provide regular updates to the Managing Director to review and move actions forward. Track required actions until they have been completed.
  • Demonstrated ability to think and act strategically and exercise sound judgment.
  • Skilled at developing and maintaining personal and business relationships and representing
  • Highly motivated to produce work that demonstrates excellent attention to detail, accuracy and, when needed, thoroughness.
  • Be learning and research oriented. Use information resources to update job skills and knowledge.
  • Ask questions as needed.
  • Highly Advanced MS Office skills (Word, Excel, and PowerPoint) and technology savvy. Able to serve as a resource in utilizing technology and office equipment.
  • Experience with CRM software like Affinity, Salesforce, Google (Contacts, Calendar, Docs, Drive), bill pay systems, and online banking preferred.
  • Possess a valid Driver’s License. Own or have ready access to a car in safe, good working order that can be used for work duties as needed. Have vehicle insurance on any vehicle used for work duties.
  • Able to ascend steep stairs due to office location, occasionally lift and/or move heavy objects (packages, deliveries).
  • Embraces diversity.
  • Bachelor’s or higher degree preferred. Regardless of education received, a high degree of drive, intelligence, common sense, and communication skills (written, oral, and interpersonal) are required.
  • Five to ten years’ professional experience as an executive administrator and/or legal secretary highly desirable. Prior experience in a fast-paced technology company, a top law firm, venture capital, management consulting, accounting or other professional services firm is a plus.

Job ID: GIS2022G6

Join a Fun and Versatile Team!

By |

Position:

EA to CEO

Attractive Factors: 

  • Competitive salary
  • Unlimited PTO
  • Working in a disruptive and fast-growing industry where the possibilities are endless
  • Fully remote role
  • Freedom, autonomy and responsibility
  • Opportunity to travel and attend unique team events
  • A positive culture of fun, caring and giving

Key Responsibilities: 

  • Proactively manage, assess and predict the day-to-day needs of the CEO to ensure he is prepared and organized for all internal and external meetings and events.
  • Understand the CEO’s goals and objectives in order to effectively anticipate deliverables and follow up when necessary.
  • Provide a consistent organizational cadence and structure for the CEO and the organization.
  • Build rapport with leaders within the organizations you support and key cross-functional stakeholders to serve as a catalyst around scheduling and/or spontaneous inquiries and requests.
  • Seamlessly manage email coordination, calendar scheduling, travel, expense reporting, and a wide variety of priorities for the CEO.
  • Demonstrate strong calendar management (multi-time zones) for travel and scheduling of meetings.
  • In addition to the general administrative duties of an Executive Assistant, assist the Chief of Staff with ad hoc projects as needed, including the organization of Executive Team retreats, board meetings, and other leadership-level activities such as partnering with the other functions to ensure successful rollout of department wide programs related to knowledge, culture and community (i.e. department all hands, off-sites, special projects).

Top Keys for Client:

  • Minimum of 5 years of experience directly supporting 1 or more executives (C-Suites preferred) in a rapidly growing organization
  • Excellent written and verbal communication skills
  • Exceptional organizational and time management skills, with strong attention to detail and a proven ability to take ownership of multiple projects
  • Demonstrated ability to handle confidential information with discretion and emotional intelligence
  • Ability to exercise strong business judgment, meet deadlines, and balance multiple requests
  • Ability to work independently and as a member of cross-functional teams
  • Strong interpersonal skills and ability to quickly build rapport with internal and external partners
  • Excellent problem-solving skills, with an ability to recognize opportunities and develop ways of addressing them
  • Optimistic, reliable and flexible attitude

JOB ID:GIS2022R4

Be Excited to Come to Work!

By |

POSITION:

Executive Assistant

ATTRACTIVE FACTORS:

  • Office is based in SF’s Union Square
  • Firm is the best of the best in the space, well respected in the industry
  • Work on interesting projects
  • Be trusted and have autonomy in your work
  • Tight-knit environment with a strong team culture and emphasis on cross collaboration
  • Co-founders of the firm are complementary and down to earth
  • Gain exposure to the venture capital/hedge fund industry
  • Unlimited PTO
  • Generous benefits: 100% Covered Medical, Dental, Vision Insurance & Life Insurance
  • Firm will reimburse transportation to work (Uber within city or parking spot near office)
  • Catered lunch daily + fully stocked kitchen
  • Work/life balance
  • Be rewarded for your contributions
  • Join a team that comes to work excited every day!

KEY RESPONSIBILITIES:

  • Play the role of gatekeeper for the executive — fielding calls, first communication stop, managing diary
  • High degree of professionalism and exercising strong judgment and discretion with confidential information
  • Communicate with both internal and external parties with a high level of professionalism and diplomacy
  • Strategic and proactive management of complex and varying day-to-day schedules, using Google Calendar
  • Heavy travel coordination — air, ground, hotel and all accommodations
  • Working cross-functionally and with other executive assistants
  • Performing an extensive array of core administrative tasks (e.g., preparing meeting materials, contributing to our internal database, chasing down signatures) and ad hoc special projects
  • Planning and executing both internal and external meetings and events
  • Helping provide candidates interviewing for roles with a smooth interview experience

TOP KEYS FOR CLIENT:

  • Bachelor’s degree and relevant work experience — ideally direct executive admin support with experience supporting multiple leaders
  • Evidence of grit: the ability to adapt and overcome in rapidly changing situations
  • Excellent written and oral communication; diplomatic and professional demeanor at all times
  • Fluent in Google office platforms and Microsoft Office, with a proven ability to manage time efficiently and prioritize multiple stakeholders, functions, and tasks
  • High levels of integrity and discretion
  • Exceptional team player; people-oriented
  • Extreme open-mindedness
  • Great listening skills
  • Clear and concise communication, in both 1:1 and public settings
  • Precise attention to detail
  • Empathy toward the concerns of others, both within and outside Paradigm
  • Adaptability in rapidly changing circumstances
  • Highly curious; fast learner
  • Interest in frontier technologies and crypto markets

JOB ID: GIS2022VW

Excellent Work Life Balance

By |

POSITION

EA to Founder

ATTRACTIVE FACTORS:

  • Close-knit, family friendly firm
  • Stability of team
  • Work life balance
  • Opportunity for growth and professional development
  • Fun company off-sites

 

KEY RESPONSIBILITIES:

The Executive Assistant will report to the COO and work closely with investment partners and the administrative support team. The Executive Assistant will be responsible for administrative functions supporting the Founder. Specific responsibilities and duties include, but are not limited to

 

  • Proactively manage scheduling of calendars; organize internal and external meetings and logistics coordination; manage the day-to-day meeting flow, reserve conference rooms, liaise with guests/clients and other members of EA team; prioritize meeting requests and work proactively to identify and mitigate schedule conflicts
  • Prepare presentation materials for meetings and company visits; pull meeting notes and other information for review in advance of meetings
  • Handle travel arrangements domestically and internationally, assistance in passport and itinerary coordination. Carefully considers and decides 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.
  • Prepare and submit expense reports in Concur; manage credit cards monthly; track approvals and reimbursement
  • Organize and archive company documentation, including meeting notes, board presentations, financial statements, and diligence materials
  • Prepare presentation material for Board meetings
  • Liaise with other staff

PA RESPONSIBILITIES

  • Make, track, and confirm all medical appointments
  • Submit, monitor, and track insurance claims, reimbursements, and billing for medical expenses
  • Make, track, and confirm personal travel arrangements, including commercial aviation and private-aviation membership
  • Monitor and assist with usage of credit-card points and mileage awards
  • Assist Family members and family staff with operations and upkeep of residences
  • Monitor and assist with memberships and their events calendars
  • Assist Family members and outside service providers with support or tracking of legal, accounting, tax matters, etc. as requested
  • Assist with philanthropic and volunteer initiatives
  • Assist with IT needs

 

TOP KEYS FOR CLIENT:

  • Committed to professionalism, high degree of personal and professional integrity
  • Committed to confidentiality, discreet
  • Team-oriented, proactive mindset; ready to roll up sleeves to help whenever others are overloaded or when a new need arises; non-hierarchical attitude and mindset
  • Highly detail-oriented, highly organized, resourceful, and communicative
  • Proactive, strong with follow-through
  • Accountable and dedicated with ownership over work
  • Able to be flexible and maintain a positive attitude in a fast-paced, changing environment where priorities often shift
  • Able to learn new software and technologies quickly and thoroughly
  • Able to work both independently and collaboratively across EA team
  • Track record of good judgment, able to learn the preferences and patterns of personnel supported
  • Able to multi-task, work proactively, and prioritize work appropriately

JOB ID: GIS2022A8

Unique and Exciting Leadership Opportunity

By |

Position:

Executive Assistant

Schedule:

Flexible hybrid, must be based in Bay Area

Attractive Factors:

  • Flexible remote working and PTO
  • Medical, dental and vision (99% covered for employee and dependents)
  • FSA, HSA, Life Insurance and Disability Insurance available free of charge
  • 401K match (100% of first 3%, total of 4.5%)
  • Free lunch and snacks in office
  • Gym in building with complimentary fitness classes + yoga classes
  • Employee education programs. (tax and financial management workshops, continuing education stipend)
  • Commuter benefits
  • $100/mo stipend for phone and internet
  • $500 stipend for office equipment
  • Growth minded company culture and motivated, tight-knit team!

Key Responsibilities:

  • Heavy and complex calendar management to ensure that CEO’s time is effectively managed
  • Coordinate high volume of domestic and international travel arrangements while using independent judgment on priorities
  • Interface with the CEO’s contacts on her behalf, including investors, board members, senior executives, and employees at all levels of the organization
  • Assist CEO with high-level personal tasks such as filling prescriptions, coordinating events, and booking travel arrangements (including pet travel accommodations)
  • 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
  • Perform other duties & responsibilities as required or assigned

Top Keys for Client:

  • 5+ years of Executive Assistant experience supporting C-Level Executives
  • Bachelor’s Degree strongly preferred
  • Experience interacting with high-level Executives and diverse individuals
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Excellent organizational and critical thinking skills with strong attention to detail and the ability to address multiple priorities and deadlines
  • Excellent intuition and judgment as you are an extension of the CEO
  • Excellent communication skills and comfort drafting emails, talking points for speeches, etc.
  • Superior working knowledge of the G-suite and Microsoft Office suite of products with an advanced understanding of Word, PowerPoint, and Outlook
  • Ability to discern between information to determine underlying issues, urgency of requests and impact of information provided
  • Willingness to learn new things and ability to grasp new concepts quickly
  • Must possess the ability to demonstrate a high level of professionalism and confidentiality.
  • Extremely flexible and enthusiastic about change. Positive attitude and ability to maintain composure under stress.
  • Excellent time management skills
  • Flexibility in a fast-paced, ever-changing environment
  • Excellent judgment and tact when dealing with sensitive issues/situations and the ability to maintain confidentiality

JOB ID: GIS2022L1

Grow Your Career!

By |

POSITION:

Executive Assistant – Project Coordinator

ATTRACTIVE FACTORS

  • Mission-driven organization
  • Opportunity for growth within company
  • Kind, professional team and collaborative, diverse environment
  • Equity and 401(k)
  • Medical, dental, vision for employees and dependents

RESPONSIBILITIES:

  • Maintain calendars, coordinate meetings, arrange travel, prepare expense reports
  • Screen email, prepare correspondence (post meeting follow ups), track tasks, and drive follow ups.
  • Participate in executing events end-to-end – managing invites process, handling event logistics (including on-site in a few cases), managing post event follow up.
  • Coordinate contracts and payments.
  • Manage webinar evaluation and feedback process.
  • Maintain / Update Coach Database as key management tool.
  • Handle a dynamic workload and make decisions (often with limited context)
  • Assist with the recruiting, selection, and onboarding of new coaches.

KEY REQUIREMENTS:

  • Bachelor’s degree preferred.
  • 2+ years of work experience in a fast-paced environment such as startup company, consulting firm, or large corporate firm.
  • A self-starter capable of multi-tasking and prioritizing.
  • Self-motivated, detail oriented and analytical with a strong work ethic.
  • Possesses Global and multi-cultural fluency.
  • Excellent calendar management skills with widespread experience scheduling meetings and appointments.
  • Ability to take initiative and be proactive in completing assigned work and projects.
  • Broad written / verbal communication skills.
  • Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook and G-suite.
  • Competency at software tools such as Basecamp, Workboard, Slack, Calendly plus event technologies.
  • Ability to perform and/or manage special projects, assist in planning firm events, and prepare presentations and reports for internal and external use
  • Exceptional telephone etiquette
  • Hyper organized, extremely detail oriented and capable of working in a fluid environment with ever changing priorities.
  • Strong interpersonal skills and ability to quickly build rapport with internal and external partners

PERSONAL CHARACTERISTICS:

  • Analytical and insightful, with the ability to anticipate needs in advance
  • Quick learner
  • Exceptional judgment
  • Works well with numerous personality types
  • Extremely detail oriented and hyper organized
  • Able to communicate effectively inside and outside of an organization
  • Not afraid to be persistent or to take initiative
  • Intellectually curious

JOB ID: GIS2022NY1

Be an Integral Part of an Exciting Team!

By |

POSITION:

Executive Assistant

ATTRACTIVE FACTORS:

  • Kind and Wonderful CEO
  • remote flexibility
  • Dental Benefits
  • Health Insurance Benefits
  • Vision Benefits
  • Relocation Assistance
  • Generous Parental Leave
  • Adoption Assistance
  • 401(K)
  • Company Equity

RESPONSIBILITIES:

As the Executive Assistant to the CEO, you will be supporting day to day activities including complex calendar inbox and calendar management, travel coordination, event coordination, external concierge partnership, expense management and preparing meeting materials. You will handle all administrative tasks and manage priorities. You are someone who can navigate ambiguity, likes to take initiative, highly organized, is resourceful, and highly flexible and adaptable to change.

 

  • Manage day to day scheduling, coordination and meeting logistics, providing best in class support
  • Manage the CEO’s email inbox and calendar
  • Prepare presentations and support in monthly All Hands and other meetings
  • Work with team members across different departments for meeting planning and assist with special projects as required
  • Keep CEO well informed of upcoming commitments and changing priorities
  • Understand strategic business initiatives and help communicate and implement as appropriate
  • Prioritize inquiries and requests while troubleshooting conflicts, make judgements and recommendations to ensure smooth day to day engagements
  • Coordinate and manage travel, transportation and accommodations
  • Partner with external concierge services
  • Coordinate various events
  • Process and submit expense reports
  • Attend meetings, take notes, summarize and disseminate information
  • Partner with Executive Assistant team as a team member- high alignment, communication and collaboration is key
  • Travel with the CEO as needed

TOP KEYS FOR CLIENT:

  • 5+ years’ experience in an administrative support role – preferably with C-level management
  • Strong proficiency in Microsoft office
  • Must be able to maintain the highest level of confidentiality and have ability to handle sensitive material concerning the organization.
  • Excellent verbal and written skills required.
  • Budgetary and expense management experience
  • Demonstrated ability to multitask and exceptional organizational skill required.
  • Experience working in a start-up is preferred

JOB ID: GIS2022L2