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.