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Executive Personal Assistant to Founder

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job ID:EB-2219131199

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HOURS:

  • Full-time. Must be able to work in-person, five days per week, at the San Francisco office.
  • Plan to arrive at office prior to Principal’s first meeting.
  • Expect to field emails and ad hoc requests outside of office hours

ATTRACTIVE FACTORS:

  • Be a part of an exciting, team-oriented environment
  • Work alongside very bright, enthusiastic people who are passionate about what they do
  • Opportunity to interface/interact with high-profile, interesting clients

KEY RESPONSIBILITIES:

  • High-volume calendar management
  • Own and manage calendar holds for standing Team Meetings (Mon) and Principal’s weekly internal syncs
  • Manage personal appointments (medical, dental, etc.) on behalf of Principal and occasionally Family
  • Confirm commitments 24h prior and execute changes as needed
  • Daily review of Principal inbox to identify and flag outstanding action items
  • Quarterly calendar review and restructure
  • Understand, manage relationships, and cross-collaborate with external stakeholders
  • Expense report management
  • At present, must generate 3 reports monthly for both Principal and self for submission to CFO and Fund Admin Team
  • Track and request all vendor receipts on behalf of Principal
  • Management of domestic and international travel on behalf of Principal (Family and Household Team on occasion)
  • Includes arrangement of flight (commercial and private [group]), hotel, ground transportation, executive protection, management of travel documentation (e.g., passport procurement and renewal, visa procurement, GOES/TSA PreCheck enrollment) and execution of all itinerary changes as needed
  • Track flight credits in Google Sheet
  • Oversee alternative assets (art acquisitions) on behalf of Principal.
  • Manage all payment, shipment, and delivery logistics, both domestic and international.
  • Document new advisory relationships, installation directions, and store invoices, POAs, PODs, hi-res image files in Dropbox
  • Liaise with Banking Team (Citizens Private Bank) to prepare personal cap call payments, wire transfers, collect and manage tax documentation as requested
  • Provide operational support to Principal, CFO, Fund Admin Team, and Counsel
  • Know and understand LP relationships and commitments
  • Have working knowledge of existing fund entities, vendor relationships, and reference sources
  • Document prospective investments in Affinity and store pitch materials in Slack/Docsend on behalf of Principal
  • Execute documentation on behalf of Principal
  • Field and execute inbound LP admin requests; e.g., entity transfers, commitment increases, authorized contact updates, verbal wire verifications for cap calls
  • Document prospective LP relationships in Google Sheet tracker on behalf of Principal
  • Distribute and track LP sub docs; liaise with counsel regarding sub book review and follow up requests; document commitments either in Google Sheets/Airtable
  • Distribute executed closing volumes at close of fundraise
  • Update fund distribution lists in Gmail Contacts
  • Coordinate bicoastal business lunches, dinners, and events on behalf of Principal (from 1:1 to large groups)
  • Principal will offer direct feedback on venue preferences, but helpful to have working knowledge of elevated dining trends in alignment with brand

TOP KEYS FOR CLIENT:

  • 10+ years of experience across spectrum of administrative and operational support, preferably in VC
  • Self-motivated with the ability to excel in a fast-paced environment
  • Ability to communicate effectively and diplomatically at all levels
  • Ability to manage competing priorities

Executive Assistant

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JOB ID: EB-1251886874

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POSITION:

Executive Assistant

HOURS:

5 days a week in office

ATTRACTIVE FACTORS:

  • Be a part of an exciting, team-oriented environment
  • Work alongside very bright, enthusiastic people who are passionate about what they do
  • 75% covered medical, vision, and dental plans, as well as long-term disability, life insurance, a healthcare savings account, 401(k), parental leave, paid holidays, and paid time off.

 

KEY RESPONSIBILITIES:

Calendar & Communication Management

    • Skillfully manage the team’s calendars by strategically organizing time, prioritizing key tasks and commitments, proactively resolving scheduling conflicts, and overcoming logistical challenges.
    • Collaborate with the team to ensure they’re well-prepared for meetings and events by tracking deadlines, sending reminders, and adapting schedules to accommodate shifting priorities and last-minute changes.
    • Prepare essential materials, attend sessions, create agendas, take notes, and follow up on action items as needed.
    • Draft correspondence on behalf of the team, aligning with the individual’s communication style and business objectives.
    • Coordinate a variety of internal and external meetings, including team meetings, firm-wide meetings, office-specific gatherings, offsites, one-on-one meetings, and meetings with key contacts.
    • Support external visitors and guests by assisting with meeting setup, catering, and logistics, ensuring a friendly and seamless experience.

Information Management

    • Maintain and organize files and databases to ensure quick and easy access to essential information.
    • Leverage your strong sense of curiosity to research and gather relevant information, enabling you and the team to make well-informed decisions.

Expense Management

  • Track and manage the team’s expenses with precision, ensuring meticulous record-keeping and understanding of company policies.

Special Projects

  • Take ownership of various small projects as they arise, such as gifting initiatives, creating presentation slides for all-hands meetings and events, managing project-specific budgets, and championing company culture by leading events that foster a positive and inclusive workplace atmosphere.
  • Oversee and manage the employee onboarding and offboarding processes to ensure a smooth transition for all team members.
  • Collaborate with the Head of Platform & Operations and the Partnership to enhance the organization’s structure, efficiency, and overall effectiveness.

TOP KEYS FOR CLIENT:

    • 5 – 8 years of administrative and/or operations experience. Previous experience in finance, venture capital, private equity, startup, executive recruiting, or a law firm is a plus.
    • Demonstrated experience providing C-suite level support, including effective management of executive schedules and prioritization of tasks.
    • Highly organized, with a keen ability to manage complex requests from multiple stakeholders efficiently, with clarity and attention to detail.
    • Exceptional verbal and written communication skills, maintaining a polished, warm, and professional tone.
    • Approach each task with a “no task is too big or too small” mindset, showing a willingness to take on any challenge, whether it’s a complex, high-priority project or a simple, day-to-day responsibility.
    • A genuine curiosity and enthusiasm for the venture capital and start-up ecosystem.
    • Tech-savvy and proactive about staying current with new tools and technologies to enhance productivity.
    • Willingness to travel up to 3 times per year for events.

Office Manager and EA

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JOB ID: EB-1771097532

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POSITION:

Office Manager and EA

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 companies such as: Solana, Material Security, Brave Browser, dYdX, WorkOS, Rippling, and many other rapidly growing startups.
  • Opportunity to interface/interact with high-profile and interesting clients

KEY RESPONSIBILITIES:

  • Manage, prioritize, schedule and coordinate calendars and internal and external meetings
  • Arrange domestic and some international travel
  • Process and track invoices and receipts, submit expense reports Ad-hoc special projects as needed
  • Create and maintain an inviting, clean, safe and engaging work environment, ensuring high levels of organization to ensure effective operations of the day to day in the office
  • Answer phone calls, meet, greet and manage onsite guests ensuring that they have a welcoming experience
  • Serve as the point of contact to manage various office vendors (eg. maintenance, IT, building management, receiving of deliveries, packages and mail, etc.)
  • Manage inventory, ensure that the office is fully stocked with food, beverages and all office supplies and equipment
  • Plan, organize and manage SF team specific events and culture initiatives, including lunches, celebrations and happy hours

 

TOP KEYS FOR CLIENT:

  • Strong organizational skills, attention to detail and commitment to quality
  • Excellent written and verbal interpersonal skills with a high degree of integrity and discretion
  • Strong preference for candidates with experience in planning, managing, and executing
  • Events
  • 3+ years of experience of administrative support in finance or other client-facing industry
  • Position to be based in San Francisco, strong preference for hyperlocal candidates
  • Effective interpersonal skills, with an ability to interface with personnel
  • 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
  • Team player with a desire to roll up sleeves and help; motivated by the opportunity to contribute on a small, tight-knit team
  • Understands the sensitivity of confidential information and documents
  • Handle sensitive situations with tact, diplomacy and good judgement
  • Able to anticipate needs and act upon requests independently

Executive Assistant

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JOB ID :EB-1887103896

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ATTRACTIVE FACTORS

  • Be a part of an exciting, team-oriented environment with a genuine and warm atmosphere
  • Work alongside very bright, enthusiastic people who are passionate about what they do
  • Opportunity to interface/interact with high-profile and interesting clients
  • Cohesive, supportive EA team
  • Catered lunch daily
  • Gorgeous offices with beautiful views of the Golden Gate Bridge, Palace of Fine Arts, etc.

 

KEY RESPONSIBILITIES

  • Manage and maintain executive’s schedule, appointments, and travel arrangements.
  • Coordinating communication and acting as the trusted liaison between internal and external contacts, including personal staff and family office.
  • Collaborate with the greater administrative team to support firm-wide initiatives and contribute to special projects, ensuring cohesion and excellence in all aspects of administrative functions.
  • Maintaining contact lists, mailing lists, and related information.
  • Coordinating the preparation of presentations as needed on Google Slides.
  • Managing the execution of special projects and other administrative tasks.
  • Researching and booking travel arrangements (both domestic and international), primarily via private aviation. This also includes monitoring travel arrangements should any changes arise.
  • Collaborate with the compliance team to maintain records, ensuring the firm adheres to industry regulations and internal policies.
  • Process expense reports in a timely manner using Concur.

TOP KEYS FOR CLIENT

  • College degree required
  • Minimum of two years experience with measurable success
  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Highly resourceful team player, with the ability to also be extremely effective independently
  • Knowledge in Microsoft Office, Google Suite, Slack, Concur Expenses
  • Excellent verbal and written communication skills
  • Excellent organizational skills, high attention to detail, and follow-through
  • Trustworthy with impeccable professional ethics and the highest moral standards
  • Ability to meet multiple deadlines and prioritize accordingly

Executive Assistant

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Job ID: EB-8633576714

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POSITION:

Executive Assistant

 

HOURS:

Hybrid; in office 2-3 days a week

 

ATTRACTIVE FACTORS:

  • Be a part of an exciting, team-oriented environment
  • Partner with two senior members of the firm
  • 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 one Managing Director (based in Switzerland/US) and COO (based in SF) – anticipating needs and supporting with general meeting prep, daily schedule maintenance, travel arrangements, client management and other company logistics
  • Act as a gatekeeper to help save executives’ time
  • Event planning and logistics coordination
  • Domestic/international travel arrangements
  • Support with expense management and reporting
  • Demonstrate superior attention to detail in all areas of responsibility
  • Share responsibility with our existing Executive Assistants with light office management: visitors tracking, logging details into the building’s management tool, greeting and seating guests
  • Provide meeting support: jump in to help troubleshoot technical issues, manage conference room calendars and appearance
  • Ad hoc project management
  • 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 to a tight-knit passionate team
  • Understand 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 and have the ability to plan ahead for all possible scenarios

Executive assistant to CEO

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JOB ID : EB-1843376499

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POSITION: 

Temp-to-perm Executive Assistant to the CEO

The Executive Assistant ensures efficient operation of the CEO by managing schedules, end-to-end detailed travel coordination, handling communications, and more. They will manage the CEO’s schedule to utilize their time most effectively and coordinate end-to-end travel, accommodations, and events to ensure timely attendance at meetings and events. The Executive Assistant also has the availability to be “on-call” to address urgent matters, particularly during extensive CEO travel internationally.

The Executive Assistant builds relationships throughout the organization, exercises judgment and discretion, handles complex and difficult situations diplomatically, and represents the executive’s office in a professional manner. They serve as a liaison to senior management teams, the board of directors, and key business partners.

ATTRACTIVE FACTORS: 

  • Positive culture and inclusive team environment.
  • Remote-first company (must be based in Miami and available to meet in person for 1-2 hours per week)
  • Opportunity to partner with and learn from an experienced Chief of Staff in a growing startup

KEY RESPONSIBILITIES: 

  • Ensure CEO’s time is being managed effectively and to the greatest impact. This requires an understanding of what’s most important for effective calendar management, tracking deadlines and productive meeting and time management.

  • Manage and maintain calendars and coordinate appointments, internal and external meetings, and conference calls, with stakeholders, board members, clients, and other executives. This includes extensive rescheduling, ensuring that all meeting logistics are taken care of.

  • Plan, coordinate and communicate employee events such as group meetings, off-sites and all-staff forums.

  • Arrange and book all travel, while managing budgets.

  • Proactively prepare detailed travel itineraries and ensure seamless transitions during travel.

  • Proactively track and manage travel changes, cancellations, or delays, and adjust schedules accordingly (this will require being “on-call” outside of normal 9-5 working hours)
  • Must be highly adaptable, quickly resolving unforeseen travel issues, like rescheduling flights, adjusting hotel reservations, and more.
  • Manage and submit expense reports and reconcile budgets for the CEO’s office.
  • Anticipate the CEO’s needs and proactively address issues before they arise.

TOP KEYS FOR CLIENT:

  • 3 – 5 years of experience in an administrative support role, preferably having previously supported a C-level executive. Located in Miami.

  • Experience managing complex meeting schedules with global participants across multiple time zones preferred

  • Extensive knowledge of Google’s G-Suite
  • Ability to maintain the highest level of confidentiality and have the ability to handle sensitive material concerning the organization
  • Availability to be “on-call”, particularly during CEO travel
  • Budgetary and expense management experience
  • Demonstrated ability to multitask and adapt, with exceptional organizational skills
  • Excellent verbal and written skills required

Executive Assistant, Partner Operations

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JOB ID: EB-1238579891

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LOCATION:

Menlo Park, CA.

(On Mondays)

San Francisco, CA.

 

POSITION:

EA to (Head of BD)

 

COMPENSATION:

 

Up to $145K base + 15% bonus + profit sharing

 

ATTRACTIVE FACTORS:

 

  • Cigna PPO or Kaiser
  • 100% medical, dental, vision for employees and dependents.
  • $2500 stipend to offset medical bills
  • Future – on demand workout trainer. Comes with Apple Watch.
  • Mental health benefits through Modern Health and Thrive subscription
  • W/L balance
  • 401(K) with up to 10% matching
  • Gorgeous offices in both Menlo Park and San Francisco

RESPONSIBILITIES:

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

  • Extensive calendar management and travel planning for internal and external meetings: 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.
  • Prepare travel arrangements and itineraries, and meticulously file expenses.
  • Network Relationship Management: Liaise with tech executives and investors and help the partner leverage opportunities to engage with key stakeholders.
  • Plan and coordinate intimate events and dinners: Arrange all details, from selecting a unique venue to managing event registration and communication that aligns with the partner’s voice to coordinating the day of event logistics to ensure seamless execution.
  • Daily schedule preparation, confirming all meetings, and sending calendar reminders
  • 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 events.
  • Update and maintain extensive contact and event lists and track event invites and RSVPs.
  • Excellent organizational skills with extreme attention to detail.
  • Ability to process data and formulate reports.
  • Able to interact with all levels, as well as external executives and investors, in a fast-paced environment, and remain calm under pressure.

 

TOP KEYS FOR CLIENT:

  • 3-7 years of executive administrative support in the financial services industry, preferably in Venture Capital, Private Equity, Investment Banking, UHNW individual or family, or executive sales teams.
  • A strong team player who thrives in a collaborative setting and works well within a matrixed environment, poised and able to work with individuals at all levels of the organization.
  • Proactive, positive, and personable with excellent communication skills and an upbeat, “can do” attitude- willing to take initiative with confidence.
  • Positive, “go-getter,” and “can-do” attitude.
  • Resilient, with the ability to manage multiple projects and deliver quality work to deadlines.
  • Discretion, diplomacy, and excellent judgment; high degree of integrity when dealing with confidential and sensitive information.
  • Exceptional attention to detail.
  • Strong calendar management and prioritization skills.
  • Advanced proficiency with Gmail, Google Calendar, and key applications such as Word, Excel, Powerpoint, Expensify, and Zoom.

Executive Assistant to CEO

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JOB ID: EB-5991643927

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REPORTS TO 

Director Administration

 

ATTRACTIVE FACTORS 

  • Join a growing company (160 employees worldwide, 80 in SF)
  • The ability to truly “do well by doing good”; indeed, we really are changing the world
  • An opportunity to help build a cutting edge, values-driven organization that is leading the Resource Revolution and redefining the economics of distributed, sustainable infrastructure
  • The integration of our values – integrity, collaboration, excellence, intellectual honesty, and accountability – at all levels and with our many stakeholders
  • An opportunity for entrepreneurship and leadership in building out and managing the company’s operational infrastructure and the teams to support it
  • A commitment to your professional development, ongoing learning opportunities, and overall growth as a person
  • The ability to work with a team with decades of collective experience financing and managing billions of dollars of sustainable infrastructure, leading successful startups, and growing great people
  • Competitive pay and benefits
  • 100% covered medical for employees and dependents
  • 401K + Matching program
  • Cell phone stipend
  • Equity program

 

KEY RESPONSIBILITIES 

  • Provide high-touch executive support for the CEO/Co-Founder through all modes of communication with internal and external stakeholders, including investors, business partners, and additional ELT members.
  • Heavy scheduling across multiple time zones and ability to proactively independently and efficiently own Executives’ calendars.
  • Act as the Board and Sub Committee liaison, perfecting PowerPoint decks, booking logistics and onsite services, and maintaining ownership of meeting cadence, minutes, and actionable items.
  • Complete annual company calendar planning to highlight company holidays, Board dates, retreats, internal events, and more
  • Planning and logistics for ELT offsites, conferences, and planning meetings from inception to completion.
  • Be a gatekeeper and triage email inboxes and internal correspondences while remaining unflappable, diplomatic, and approachable.
  • Quickly arrange travel, both domestic and international, and be able to change it in a heartbeat. Cultivate relationships throughout the company, serving as a tactful facilitator between the Executive Team and the broader company while maintaining discretion.
  • Organize the executives you support, ensuring they are where they need to be, anticipating their needs, and reducing their cognitive load wherever possible.
  • Own essential projects that require creativity, leadership, and a willingness to “figure it out.”
  • Exercise impeccable judgment, showing great attention to details and preferences.
  • A candidate who would like to help build a cutting-edge, values-driven organization leading the Resource Revolution and redefining the economics of distributed sustainable infrastructure.

 

TOP KEYS FOR CLIENT 

  • Bachelor’s degree and minimum 6-8 years of 1:1 C-level administrative support, specifically in a fast-paced and scaling environment, is required.
  • Demonstrated ability and willingness to acquire new competencies and accept new challenges continuously.
  • Strong technical competency, specifically with MS Office Suite, including Excel and PowerPoint.
  • Ability to thrive in dynamic work environments; agility and flexibility in response to changing priorities and needs and supporting a team mentality.
  • Exceptional project management, organizational, and detailed planning skills with the
  • ability to work on multiple objectives with tight deadlines.
  • Ability to work independently and exercise discretion in handling confidential information.
  • Outstanding communication and interpersonal skills, including empathy, intuition, and
  • listening, with a demonstrated ability to work effectively in a cross-functional team.
  • Excellent organizational and self-management capability.
  • Ability to rapidly learn new concepts with minimal formal instruction.
  • High self-awareness and humility, with excitement about confronting uncomfortable
  • situations or new challenges. With intellectual agility and curiosity, problem-solving is your default mode.
  • Entrepreneurial spirit: flexibility, comfort with risk and the unknown, recognition that we’re never going to be perfect and that “perfect can be the enemy of the good.”

Executive Assistant

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JOB ID: EB-7542066931

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Location: Midtown, Manhattan

Hours: Monday – Friday 9am – 6pm ET, including a one (1) hour break – to be coordinated with the broader New York EA team

Days in office: Monday, Tuesday, Wednesday, Thursday (lunch provided on in office work days)

Work from Home days: Friday, if personal circumstances have indicated that WFH can be accomplished successfully, plus 10 flex WFH days/year currently offered

Benefits: robust healthcare plan for employees and dependents; vision and dental care; 401k plan; 15 PTO days

 

RESPONSIBILITIES:

  • Own and manage high-volume calendaring with attention to various time zones, internal and external attendee inclusion or exclusion on invite details in alignment with standard framework and preference of the executives
  • Liaise with high level executives and/or their support from external companies to manage small and large meetings, board scheduling and additional executive support (board materials, committees, documentation requiring review/execution, etc.)
  • Communicate professionally with Limited Partners “LPs”, Portfolio Companies “PCs”, prospective company management teams, industry peers, internal colleagues and other senior leaders, exercising the utmost discretion at all times
  • Manage all aspects of domestic and international travel including booking air/ground transportation and hotel, in addition to scheduling meetings, events, arranging meal reservations, checking and re-checking for possible changes
  • Manage phone calls/messages and screening on behalf of executives
  • Create and submit expense reports on a timely basis, reconciling with monthly credit card statements – liasing with company Finance Department
  • Manage and enter executives’ activity into internal CRM (DealCloud)
  • Manage upkeep and edits of executives’ contacts
  • Back-up of other executive support colleagues
  • Ad hoc projects and participation in various firmwide requests and events

QUALIFICATIONS/REQUIREMENTS:

  • At least three years of relevant corporate work experience with a preference for exposure to private or growth equity firms supporting multiple senior level professionals with busy and complex schedules
  • Professional demeanor and interactions with individuals at all levels – internal and external
  • Detail oriented, relentless follow-up to ensure nothing slips through the cracks
  • Possesses confidence and strong organizational and project management skills with the ability to seamlessly multi-task while taking ownership of the Executive Assistant role
  • Strong written and verbal communication skills, as well as being an active listener
  • Ability to prioritize workflow and independently work efficiently while being comfortable asking questions, when in doubt
  • Intuitive and a quick thinker capable of asking “that next question” – anticipating the unexpected
  • Team oriented and pro-active contributor
  • Evidence of history maintaining discretion with all sensitive information
  • A self-starter who remains calm under pressure
  • Proficient in Adobe, MS Office – emphasis on Outlook, Excel, Word and PowerPoint
  • Based within reasonable commuting distance to New York Midtown office with the ability to work in the office 4 days per week (Mon-Thurs) and the ability to be in the office an additional/5th day per week if required; company currently allows for remote work on Fridays, although this is subject to change
  • Bachelor’s degree preferred