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Executive Assistant to President

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JOB ID: EB-2115160375

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POSITION

Executive Assistant to President

INTERVIEW PROCESS

1st Interview: Video with Recruiting Lead

2nd Interview: Video with another EA

3rd Interview: Video/onsite with the executive

 

ATTRACTIVE FACTORS

  • Be part of building an exciting and innovative mission-focused enterprise from the ground up
  • Form and shape the role using your own best practices
  • Culture of fairness and respect, not political; egalitarian and open
  • Collaborative team of brilliant innovators
  • Dynamic and warm culture
  • High level of exposure, be in meetings and be impactful
  • Diverse role, opportunity to work on projects and events
  • Generous benefits, including 401K with company matching

 

NOTES ON THE ROLE

As an Executive Assistant, you will provide exceptional daily executive support to the President, to provide for all administrative and planning needs. You will exhibit excellent communication and organizational skills while remaining flexible and easily adaptable to changing priorities.

 

KEY RESPONSIBILITIES

  • Provide comprehensive, sophisticated and timely administrative support.
  • Manage complex calendar; demonstrate exceptional judgment in prioritization of meetings, calls, and access to senior leaders.
  • President leads and participates in extensive external meetings, requiring meeting management and coordination with high profile external partners
  • Manage all travel arrangements, both domestic and international, and manage potential disruptions while anticipating fluid travel schedules. Research cost efficiencies as it relates to all travel matters for the organization.
  • Prepare invoices for approval and payment. Organize and submit monthly expense reports for payment.
  • Maintain a high level of confidentiality regarding discussions, records, files, documents, and information as it relates to all business/personal activities of supported leaders.

TOP KEYS FOR CLIENT

  • 5+ years of executive support experience with a C-level executive, ideally in the government policy, technology, venture capital, private equity, real estate, or financial services sectors.
  • Demonstrable experience prioritizing projects to meet required deadlines and quick decision making and change management abilities.
  • Strong technical proficiency in all Microsoft applications (Word, PowerPoint, Excel, and Outlook) and familiarity with the Google Apps suite (Docs, Sheets, and Slides)
  • Demonstrated verbal and written communication skills, including excellent phone etiquette
  • Advanced skills for efficient invoice/ expense processing and travel-related matters
  • Ability to work with team members to create continuity across businesses and departments
  • Ability to work autonomously and be a strategic partner to executive and administrative colleagues
  • Collaborative, sense of humor, and happiest when the team succeeds
  • Notary Public a plus

Executive Assistant

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JOB ID: EB-1271195618

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POSITION:

Executive Assistant to the Software team (primarily 2 Execs with light support to the other 3 team members)

HOURS:

Monday – Friday

8:30am – 5:00pm

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 the Software team
  • 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

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 of the
  • 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
  • Understands the sensitivity of confidential information and documents
  • Handle sensitive situations with tact, diplomacy and good judgement
  • Able to anticipate needs and act upon requests independently
  • Bachelor’s degree
  • Must be calm under pressure
  • 3-5 years of EA experience as an executive assistant
  • Able to work well in fast-paced environment and stay calm under pressure
  • Finance experience is preferred
  • Hospitality and client services experience is plus!

 

Executive Assistant to CEO/Chairman

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JOB ID: EB-1996594617

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

 

POSITION: 

Executive Assistant to CEO/Chairman

 

ATTRACTIVE FACTORS:  

  • Strong positive culture
  • Opportunity for long term partnership with executive
  • Well established firm with stability
  • Terrific room to grow long term with the firm
  • Team has very low turnover

 

KEY RESPONSIBILITIES: 

  • Provide advanced administrative support to CEO/Chairman
  • Manage executive’s workflow including mail, correspondence, and telephone calls, determining priorities, preparing responses, and/or referring appropriately
  • Manage executive’s calendar including making travel arrangements, both domestic and international
  • Plan and organize meetings and events, prepare agendas, and coordinate logistics.
  • Compile data and prepare reports, presentations or recommendations
  • Coordinate projects to support executive’s activities
  • Provide personal support (25-30% of the role)
  • Maintain contact management or other databases
  • Handle details of a highly confidential and critical nature
  • Coordinate activities between departments and outside parties ensuring courtesy, professionalism and responsiveness
  • Anticipate and respond to customer needs with professionalism, courtesy, and sensitivity
  • Prepare complete and accurate expense reports in a timely manner

 

TOP KEYS FOR CLIENT: 

  • Knowledge of real estate or finance industry highly desirable
  • Minimum of 7 years of experience providing administrative support with at least three years providing support at the executive level.
  • Thorough knowledge of administrative office procedures and practices as evidenced by 7 years of experience in a related function.
  • Intermediate to Advanced proficiency with MS Office applications including Word, Excel, Outlook and PowerPoint.
  • Communicate effectively both orally and in writing.
  • Plan and prioritize work activities effectively.
  • Accuracy and thoroughness in work.
  • Commitment to excellence in delivering products and services.
  • Hold self and others accountable in meeting deadlines and commitments.
  • Adapt quickly and effectively to changing and ambiguous circumstances.
  • Maintain a high degree of confidentiality and professionalism in all aspects of the job, including displaying courtesy and sensitivity in all contacts and managing difficult client situations effectively.

 

Executive Assistant to CEO

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Job ID: EB-1758610609

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

 

ADDRESS:

Role is primarily remote but will need to be in SF from time to time (once monthly or so)

 

POSITION:

Executive Assistant to the CEO

 

INTERVIEW PROCESS:

1st : Phone interview

2nd: Case study

3rd: Onsite interview

ATTRACTIVE FACTORS:

  • Be a part of an exciting, team-oriented environment
  • Work alongside very bright, enthusiastic people who are passionate about what they do
  • Company is in series D and is financially stable
  • Exciting opportunity to be part of a team building a safe and educational online experience for kids around the world (in 180 countries and growing!)
  • Community of radical candor, honesty, vulnerability and real communication

WHAT YOU’LL DO

We are looking to expand the office of the CEO. We are looking for an experienced EA to be the second person in that office, alongside co-founder & CEO. You will be a force multiplier, creating leverage over the CEO’s time and energy, and advancing the CEO’s agenda and maximizing business results. You will ideally be a long-term partner for the CEO.

 

Principles to define the EA to the CEO role:

  • Growing the pond: we are building the company together. Our business has large initial scale and stability, but the company is tiny-a small pond. You are joining at an inflection point, with unlimited enormous opportunities ahead of us. We will scale our business and our organization together to make the most of them.
  • Innovation: this is the chance to build a world class office of the CEO. This is not a check-the-box role, but a mission critical function for our success; you will be expected to reason and build from first-principles, as part of a high-performing team.
  • Freedom: this is a chance to get in at the ground floor, with broad scope, as a general business leader. Your impact is not constrained by scope or titles.
  • Win-win: create a win-win role together that plays to your strengths, enables you to stretch into new areas, and gives you the ability to take on the highest-impact opportunities facing the business.

KEY RESPONSIBILITIES:

  • Create systems for leverage, including optimizing the calendar to ensure CEO’s time and energy are spent in the highest-leverage ways
  • Ensure proactive, clear communication from the CEO’s office, including owning the inbox
  • Own all administrative tasks with 100% reliability and good judgment
  • Help the CEO continue to proactively build and nurture an excellent network
  • Proactively advance the CEO’s strategic agenda
  • Demonstrate superior attention to detail in all areas of responsibility
  • Ad hoc project support

TOP KEYS FOR CLIENT:

  • Strong organizational skills, attention to detail and commitment to quality
  • Experience supporting a high-performing consumer technology CEO; have developed good systems and judgment in the ~100-1000 scaling curve.
  • Systems-thinking: you don’t just work harder, but create leverage over time and energy, including creating and improving simple, repeatable systems to do so.
  • Good anticipation and judgment: you anticipate and handle needs before they arise. You demonstrate good judgment and intuition, including in the face of new problems.
  • High drive and work capacity: you get things done. You are a self-starter, and move faster than is comfortable. You bring a positive, can-do attitude. You describe yourself as hardworking, ambitious, relentless and resourceful.
  • Proactive and results-oriented: you are a doer. You operate well in smaller, less hierarchical, fast-paced environments. You are results-oriented, and achieve results even in the face of pressure or ambiguity.
  • Organized and reliable: you are highly organized, with strong project management skills, and superb attention to detail. You close loops and don’t drop any balls.
  • High level of emotional intelligence and maturity
  • Experience in and connection to the technology ecosystem in SF Bay Area / Silicon Valley
  • Strong sense of urgency, adaptability, flexibility and resourcefulness
  • Understands the sensitivity of confidential information and documents
  • Handle sensitive situations with tact, diplomacy and good judgement

 

 

 

Executive Assistant to General Partners

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JOB ID : EB-2007644063

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

ATTRACTIVE FACTORS

Hybrid schedule with flexibility
Be a part of a new, booming venture capital firm!
Shape the role and eventually build out the admin team
Take on a myriad of special projects, not a typical EA role
Exposure to some of the brightest minds in Silicon Valley

KEY RESPONSIBILITIES

Manage and coordinate complex daily schedule/meetings for the three GPs; update real time based on changing priorities and efficiencies
Organize domestic and international travel arrangements including on site travel and logistic needs for the three GPs
Assist GPs with expense management and reimbursement policies/procedures
Assist with CRM and pipeline management
Assist with event planning, firm marketing and annual meetings
Oversee general office upkeep, document management, mail, and other general filings
Provide support and logistic coordination for external visitors

THIS POSITION IS FOR YOU IF YOU:

Are results and solution driven
Identify as a perfectionist and high-achiever; you are extremely detail-oriented
Like a fast-paced position and have no problem working under minimal direction
Are entrepreneurial and interested in venture capital
Are pleasant and positive
Have a sense of humor!

 

Floater Executive Assistant

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Job Id : EB-1779882108

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Position:

Floater Executive Assistant

Attractive Factors:

  • Work/life balance – the Floater will rarely need to stay late or login after hours
  • M/D/V covered 100% and 401k matching
  • Work with a team that strongly believes in direct communication, so that everyone is on the same page, working toward common goals
  • Join a team that is passionate about improving people’s lives via health care and medical innovation
  • Thrive in an entrepreneurial, fast-paced, and dynamic environment
  • Highly collaborative environment: have a seat at the table and help drive success
  • Exposure to the newest life-changing medical inventions, research, and innovations

The Opportunity: Floater Executive Assistant

The position requires strong written and verbal communication skills, organizational skills, the ability to handle highly confidentialinformation with discretion, the ability to operate independently and the ability to interact with internal and external contacts with professionalism and good judgment. An intellectually curious person with a desire to learn and help on multiple projects will thrive in this position.

Principal Responsibilities:

  • Manage busy calendars.
  • Maintain organized calendars utilizing designated color-coding system.
  • Coordinate and schedule internal and external meetings and events.
  • Schedule conference rooms, AV support, catering and guest check-in protocol prior to all confirmed meetings.
  • Extend a warm welcome to external guests and ensure a smooth escort to the meeting room.
  • Schedule expert calls with industry leaders by working with the compliance team.
  • Coordinate travel arrangements including flights, hotels, car service, dinner reservations and other necessary items.
  • Manage and track expenses for each team member; execute monthly expense reports for executives and assist with personal reimbursements.
  • Create conference calendar for the team for the year:
  • Track attendees; flag duplicate attendees.
  • Be proactive about booking travel for upcoming conferences to avoid paying exorbitant airfare and hotel prices.
  • Prepare and print presentations, memos, documents, booklets and/or letters prior to the designated meeting or event.
  • Gather and organize weekly topics/companies for the weekly Investment Committee Meeting.
  • Organize and attend team events.
  • Think proactively; try to anticipate potential issues and brainstorm solutions.
  • Complete ad-hoc special projects and presentations as assigned.
  • Provide coverage to other executives when their team member is on vacation.

Qualifications:

  • Bachelor’s degree
  • 2+/- years of related experience, specifically supporting a senior executive.
  • Proficiency with MS Office Suite (Word, Excel, PowerPoint).
  • Strong work ethic.
  • Exemplary written and verbal communication skills and the ability to communicate effectively with all levels of the organization.
  • High level of attention to detail and organization.
  • Ability to calmly and efficiently manage and prioritize requests from multiple parties simultaneously.
  • Polished, pleasant demeanor and a “no job is too small” attitude.
  • Desire to work collaboratively as part of a team and be part of a strong, collegial corporate culture.

Executive Assistant to CEO

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JOB ID: EB-4080329200

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

 

Company: Stealth Company

Address: Tribeca, NYC

Position: Executive Assistant to CEO

ATTRACTIVE FACTORS:

  • Join a stealth company
  • Work in a beautiful office located in Tribeca, NYC.
  • Opportunity to immerse yourself in a technology-oriented and crypto-related environment.
  • Support a known tech entrepreneur
  • Chance to oversee home management, some construction, and host events.

KEY RESPONSIBILITIES:

  • Provide comprehensive support to the CEO, including managing calendars, arranging travel, and coordinating meetings.
  • Oversee home management, including some construction projects.
  • Plan events, maintain calendars, book travel
  • Take on projects and assist with office tasks as needed.

TOP KEYS FOR CLIENT:

  • High school diploma or equivalent; bachelor’s degree preferred.
  • 3+ years of experience supporting senior executives in a fast-paced environment.
  • Strong organizational and communication skills.
  • Ability to work independently and prioritize tasks effectively.
  • Proficiency in Microsoft Office and other relevant software.
  • Experience in the technology or crypto industry is a plus.
  • Must be proactive, reliable, and adaptable.
  • act as a liaison both internally and externally, maintaining a sense of professionalism at all times 
  • polite, warm, good natured 
  • 5+ years of executive assistant experience 
  • ability to work flexibly in terms of responsibilities and responsiveness 
  • willingness to be challenged 
  • must be extremely adaptable to the ever-changing needs of a fast-growing technology company 
  • have a keen sense of judgement 
  • you are a direct communicator 

Executive Assistant

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JOB ID : EB-1557266664

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

 

ATTRACTIVE FACTORS: 

  • #1 diverse team in VC space
  • Women led
  • Mission driven
  • Unlimited PTO
  • 401K profit sharing
  • M/D/V coverage for employee and dependents
  • Daily catered lunch
  • Work from home Mondays and Fridays

KEY RESPONSIBILITIES: 

  • Provide high-level administrative support to the Partners and CFO, including managing calendars, scheduling meetings, and support services such as events with portfolio companies, LP investors, quarterly team building, offsites, conference calls, video meetings, dinner, and lunch reservations.
  • Coordinate and schedule business travel including flights, hotels/accommodations, meals, itineraries, etc.
  • Assist in-office events by working collaboratively with team members and vendors to ensure the success of events.
  • Reconcile monthly expense reports for Partners and CFO (e.g., receipt collection, etc.)
  • Cloud-based file organization – Box.com (e.g., saving down portfolio company financials, investor updates, etc.) for the Investment Team
  • Support special projects as needed.

TOP KEYS FOR CLIENT: 

  • Minimum of 5-7 years of experience in an office administrative support role (e.g., Administrative/Personal Assistant, Executive Assistant)
  • C-Level support experience preferred but not required.
  • Highly organized with good time management skills and meticulous attention to detail.
  • Maintain confidentiality of highly sensitive information.
  • Strong project management skills.
  • Prioritization skills to manage multiple projects and plan individual work assignments accordingly.
  • Strong problem solver ‐ able to anticipate issues before they arise and proactively find/recommend solutions.
  • Technology‐savvy: a solid understanding of and natural curiosity about how technology can be used effectively to improve operational efficiency.
  • Proficiency and ability to regularly use Microsoft Office, Google Suite, Box.com, Expensify, Lastpass, etc. (strong emphasis on Excel and Word)
  • Certified Notary Public a plus.

About the company

  • Strong Relationships are at the Core of our Work
  • Work in Service of our Founders
  • Be Direct but Empathetic
  • Express Gratitude Daily
  • Embrace Humility
  • Act Quickly
  • Never Stop Learning

Executive Assistant to CEO

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Job ID: EB-2124921515

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

 

ATTRACTIVE FACTORS

  • Exciting chance to be part of positive culture and office environment with team events including birthday celebrations, bbq’s, and chilli cookouts
  • Opportunity to join a fast-growing company
  • Work in a dynamic and forward-thinking environment.
  • Diverse team with backgrounds and experiences shaping the future of technology.
  • Emphasis on positivity, emotional intelligence, and a growth mindset.
  • Focus on excellence above all, with opportunities to take ownership and achieve goals.
  • Additional benefits include 100% coverage of platinum medical, dental, vision, and life insurance plans for employees, 401k.
  • Equity in the company
  • Relocation stipend if you’re moving from outside of LA
  • Flexible vacation policy

 

KEY RESPONSIBILITIES

Responsibilities – Executive Assistance to the CEO

    • Proactively manage an extremely active calendar including the coordination of meetings, scheduling of appointments, and screening of meeting invitations.
    • Screen, manage and prioritize email or phone communications efficiently.
    • Ensure the CEO’s schedule is diligently followed and respected, providing accessibility to the CEO while also enabling them to get things done.
    • Book all travel and accommodations for business travel and provide clear itineraries to support business trips.
    • Provide a strong bridge between internal staff and the CEO to maintain credibility, trust, and support.
    • Participate in internal and external meetings to assist in agenda preparation, note-taking, and the circulation of notes following meetings.
    • Execute potentially confidential administrative duties involving Excel, Word and PowerPoint including typing letters, creating/updating spreadsheets, preparing professional notes to circulate broadly, and building presentations and other content.
    • Build strong relationships and maintain professionalism while engaging with employees, candidates, customers, investors, Board Members and others directly and on behalf of the CEO.
    • Oversee the CEO’s office operations, ensuring equipment is functional and any issues are addressed promptly.
    • Manage the CEO’s office inventory, including ordering and stocking meals, snacks, beverages, and any other office supplies.
    • Welcome and assist the CEO’s visitors, especially those coming for meetings or interviews with the CEO.
    • Prepare and set up the CEO’s office or Executive conference room for external meetings.

Responsibilities – Personal Assistance to the CEO

    • Manage personal appointments and calendar.
    • Support travel bookings and accommodations for personal travel.
    • Assist in other personal tasks, as requested.

 

TOP KEYS FOR CLIENT

  • Bachelor’s degree
  • A minimum of five years of experience supporting C-level Executives
  • Strong Microsoft Office and Google Suite skills
  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly
  • Excellent attention to detail and accuracy
  • Ability to maintain confidentiality and discretion in handling professional and personal sensitive information, documents, and discussions within and outside the organization
  • Ability to cultivate productive working relationships across the company
  • High level of judgement as it relates to communication and prioritization with other executives, both internal and external
  • Ability to operate with a sense of urgency on a daily basis
  • Prolonged periods of sitting at a desk and working on a computer
  • Must be willing to travel to other company sites, vendors, and customers, as necessary — up to 25% travel (once a quarter)
  • Must be willing to work extended hours across evenings and weekends, as needed, for high priority requests (there is no expectation of 24/7 work)
  • This position is based in Torrance, CA and requires being onsite at least four days a week. Hybrid and remote work will not be considered

 

Executive Assistant

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JOB ID: EB-5572477119

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

 

POSITION

Executive Assistant (they call it Partner Operations Manager)

 

THE OPPORTUNITY

We are looking for an Executive Assistant to support 2 Partners. A great EA extends beyond administrative support to act as a force multiplier able to anticipate needs, intuit the dynamics of the team, and step into and out of workflows across the firm. Qualities of this role include being a team player with a high EQ who knows how to get things done.

 

We believe the strength of our team comes from diverse backgrounds and experiences. This is a great opportunity if you’re fascinated by technology and how today’s entrepreneurs are shaping the future. You don’t necessarily need deep knowledge of the venture capital industry, but you should be excited about the field and eager to learn the business quickly.

 

ATTRACTIVE FACTORS

  • Positive culture and office environment
  • Marketing and Media exposure to the newest trends and current events
  • Organization growing to play a role on a global scale
  • Beautiful office with a rooftop
  • Opportunity to work on projects big and small
  • Opportunity to work in a dynamic and forward-thinking environment.
  • Diverse team with backgrounds and experiences shaping the future of technology.
  • Exciting chance to be part of the venture capital industry, with a willingness to support learning and quick adaptation.
  • Involvement in special projects, firm initiatives, and events, fostering a collaborative and engaging work environment.
  • Emphasis on positivity, emotional intelligence, and a growth mindset.
  • Focus on excellence above all, with opportunities to take ownership and achieve goals.
  • Hybrid work environment with flexibility.
  • Opportunity for professional growth and development.
  • Additional benefits include a 4% match, 401k profit share (7% every year), and a small carry bonus for the Partner Operations Manager.

 

KEY RESPONSIBILITIES

  • Actively manage and optimize overall complex calendars, meetings, projects, and events ensuring the best service and experience for all constituents
  • Proactive high touch responsiveness and organization of all communication and contact managementTrack new investment opportunities with heavy CRM use (Salesforce)
  • Compile and edit research-based briefing materials when needed for meetings (e.g. identify goals and talking points, provide background on attendees and existing business relationship, summarize opportunities, etc.)
  • Handle sensitive/confidential information and operate with a high degree of discretion at all times
  • Contribute as a team player for special projects, firm initiatives, and events including being a POM back-up as needed

TOP KEYS FOR CLIENT

  • Bachelor’s degree with 5+ years of experience partnering with executives with heavy calendars
  • Overall strong growth mindset, including embracing challenges, persisting in the face of setbacks, thriving from learning and adapting rapidly, and finding lessons and inspiration in the success of others
  • Calm under pressure at all times
  • Strong interpersonal skills / EQ with the ability to manage up, down and laterally and collaborate and build relationships across the business
  • Goal oriented with strong ownership mentality
  • Experience working as part of a small, fast-paced team, at a VC or fast-growing tech company strongly preferred
  • Experience strategizing, planning, and executing projects
  • Willingness to be responsive after-hours and on weekends for urgent business needs