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Executive Assistant

Job ID: EB-1706469232

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

 

POSITION:

Executive Assistant to 2 Investment Professionals

 

COMPENSATION:

DOE Base + bonus + distribution bonus + 3% 401K match

 

Attractive Factors:

  • Great work/life balance! Monday – Friday 8:30 AM – 5:30 PM WFH on Fridays
  • Lunch catered daily + fully stocked kitchen with drinks and snacks
  • Complimentary onsite parking
  • Admin team outings and opportunity to attend professional development conferences
  • 100% covered medical (no deductions from paycheck)
  • 401K (3% matching)
  • Paid Holidays (13 Days)
  • 15 days of PTO
  • Up to 10% year-end bonus
  • Distribution bonuses (not guaranteed – but could be around $10k a year)
  • Holiday Party (Cabo three times, Napa multiple times, Hawaii, and Pebble Beach. This year they are doing Vegas)
  • Monthly happy hours and quarterly outings

 

INTERVIEW PROCESS:

1ST: Video interview with 2 EAs

2ND: In-person lunch with EA team

3RD: In person interview with CEO/Founder

 

Key Responsibilities:

  • Providing Support to 2 investment professionals.
  • Act as point of contact among executives, employees, external parties.
  • Log meetings & contacts in SugarCRM
  • Proactive Calendar Management day to day scheduling, catching and resolving conflicts, rescheduling to accommodate ever-changing priorities.
  • Thoughtful Travel Arrangements make travel as convenient and efficient as possible, based on individual preferences – while adhering to firm policies.
  • Diligent Phone Coverage screening and directing calls, providing back up on all lines.
  • Monthly Expense Reports accurately coding cash and credit card expenses in Concur. Assist in non-commercial air reporting.
  • Portfolio Company Management Coordinating board meetings and logistics, scheduling and managing recurring calls and meetings. Ensure accurate and up-to-date information for portfolio companies, including addition, removal, and contact information updates on internal documents.
  • Manage Signature Pages coordinate signatures (electronic and physical) and mailing of original documents.
  • Support Coverage for Administrative Team assist with support coverage during other admins’ PTO.
  • Travel Program Management attend monthly calls with Travel Agent Vendor, providing notes to relevant parties. Serve as a liaison between admins and vendor. Resolve travel issues and complaints, ensuring recurrence prevention. Manage air and hotel programs. Ensure proper booking of travel by associates and manage unused ticket credits.
  • Event Assistance Assist Office Manager in planning firm wide events including our Annual Investor Meetings, Holiday Parties, Offsites, and Closing Events. Plan and execute office team building events.
  • Project Management support Office Manager in various projects as needed.

 

Top Keys for Client:

  • Team player with a can-do attitude.
  • Positive, professional and courteous demeanor.
  • Good eye for attention to detail.
  • Willingness to “go the extra mile”.
  • Proactive with the ability to take initiative and assume responsibility.
  • Strong written and verbal communication skills including the ability to work well with all levels of the firm and outside vendors.
  • Strong organizational skills with ability to prioritize their workload.
  • Ability to work in a fast-paced environment with a calm demeanor.
  • Excellent multi-tasking skills.
  • Engaging, firm ‘culture carrier’