Job id EB-1448924761

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POSITION

Executive Assistant Floater Temp

OVERVIEW

Responsible for providing back-up support to Private Equity and Infrastructure teams in the Menlo Park office which will require being familiar with each Assistant’s workload to provide appropriate coverage. During back-up coverage, assist executives with a wide range of administrative and executive support-related tasks in a timely manner with high performance. Provide afternoon coverage of the Reception desk on a rotational basis and ongoing admin support to two junior executives. Translate requests and requirements into achievable goals and manage the process through which these objectives are met.

HOURS

8:30am-5:00pm (40 hours)
Shift may vary

5 days/week in office

ATTRACTIVE FACTORS (for permanent employees)

• Work/life balance
• Full kitchen: breakfast, lunch and dinner
• Gym/wellness reimbursement ($750 annually)
• Commuter benefits ($475 monthly)
• Company outings (Giants games, happy hours, holiday parties)
• Large, tight-knit admin team

KEY RESPONSIBILITIES

• Manage a high volume of responsibilities and prioritize time-sensitive tasks with limited supervision in a fast-paced working environment
• Maintain a discreet and professional manner while adhering to the Firm’s core values and principles
• Liaise with portfolio organizations, investors, guests, and all personnel in a professional and courteous manner
• Assist and provide phone coverage for additional executives when necessary
• Assist guests with general office support and reservations (travel, dinner, local transportation, etc.)
• Greet visitors and ensure their comfort
• Assist with Reception desk duties in the afternoon and during backup coverage needs
• Perform research on current portfolio companies, industries and their competitors and on potential investments/other companies as requested
• Screen calls for executive(s) and handle all inquiries accordingly
• Assist with occasional personal work as it relates to medical claims and flexible benefit administration for executives and their families
• Handle planning logistics for domestic and international trips using the Firm’s contracted travel agency; provide detailed itineraries, agendas, directions, and backup materials
• Prepare expense reports in a timely manner ensuring accuracy and submit in accordance with Firm policy
• Monitor executives’ calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of executives involved, requests for meetings and telephone calls; communicate potential and/or confirmed changes to involved parties immediately
• Schedule and coordinate meetings and executive events, inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, coordinate hospitality services as needed; assist with various off-site meetings as requested in an upbeat and professional manner

TOP KEYS FOR CLIENT

• 1-3 years’ experience in a similar role; college degree preferred
• Financial industry knowledge highly desirable
• Excellent writing, editing, and verbal communication skills
• Advanced computer skills using Microsoft Office Suite: Word, Excel, PowerPoint and Outlook; able to quickly and accurately produce/edit Excel spreadsheets and PowerPoint presentations. Knowledge of Concur Expense Solutions a plus
• Excellent diplomatic skills; skilled at developing and maintaining personal, social, and business relationships representing in a professional manner
• Highly developed planning and organizational skills; able to anticipate change, adjust responses accordingly, and initiate steps to maximize resources toward a common objective
• Superior time management skills; critical thinker with strong attention to detail