Job Id: EB-2037575088

Send your resume to info@insearchsf.com witht he job ID.

ATTRACTIVE FACTORS

• Positive, down to earth team, culture, and office environment
• Gorgeous offices, great art & views
• Connected EA team
• Opportunity to learn – team will support any extra training the person wants to explore
• People there are nice, fun, smart and happy to be there
• Daily paid lunches & dinner as well if you are there after 6pm (rare)
• Comprehensive benefits coverage
• 4 days a week in office, WFH on Friday

KEY RESPONSIBILITIES

 

• EA Responsibilities (~70% of role)
  • Calendar management – maintain and update multiple calendars.
  • Travel (business/personal) – often complex (private and commercial air)
  • Tracking emails, scheduling virtual and in-person business meetings, including ordering meals, arranging travel, preparing meeting rooms, invitations, etc.
  • Arrange, confirm, re-confirm, re-schedule and follow-up on all appointments.
  • Draft correspondence, formatting, inputting, editing, copying, and transmitting text and data
  • Establish and maintain files and records.
  • Generally, support the productivity of executive in whatever capacity is required
  • Assist principal in planning and coordinating special events: Choosing venues, setting dates, selecting menus, organizing guest lists, sending out invitations and working with caterers and outside vendors.
  • Manage business expenses and gather support as required.

 

• PA Responsibilities (~30% of role)
  • Point Person for multiple homes (maintenance supervision and scheduling and includes assisting with management of household staff)
  • Coordinate home maintenance projects: assist architects, contractors, gardeners, landscapers, decorators, and maintain their punch lists and manage follow ups as required.
  • Maintain tracking system for licenses, passports, household maintenance contracts (i.e., landscapers/pool service/air conditioners etc.…)
  • Work closely with spouse’s PA to coordinate events, travel plans, appointments, etc.
  • Accounts payable/ bill pay (will report to and be trained by the bill pay manager)
    • Intake and organization of all invoices for homes/personal life
    • Obtain approvals from principal and enter data into accounting software to be reviewed for payment.
    • Download credit card statements for principal and related household staff.
      • Categorize expenses, obtain support for expenses as needed for review and approval and submission for payments.

 

TOP KEYS FOR CLIENT

• Bachelor’s degree (minimum)
• Previous job experience (financial firm experience a plus)
• Long-term commitment desired
• Desired skills:
  • Internet savvy and proficient in Microsoft Office: Outlook, Word, Excel, PowerPoint, Adobe Acrobat
  • Scheduling and international/domestic travel logistics
  • Excellent verbal/written communication skills
  • Flexible to work extended hours on occasion
• Desired personal qualities:
  • Excellent time management
  • Attention to detail, good listener, and ability to take direction.
  • Proactive, forward-looking
  • Critical thinker
  • Discreet, with an ability to maintain privacy when dealing with sensitive and confidential information
  • Problem solver
  • Candidate must be able to handle multiple simultaneous requests and prioritize accordingly in a fast-paced environment.
  • Upbeat demeanor, adaptable attitude, composure under pressure, good sense of humor
  • Resourceful team player, with ability to act independently.
  • Must have COVID-19 vaccinations as per office policy.