JOB ID: EB-1852784268
Send your resume to [email protected] with the jon ID
LOCATION:
Palo Alto, CA
*EA/PM will need to go to SF South Park office at least 1-2 days per week
POSITION:
EA/PM to 2-3 executives
Summary
The Executive Admin – Project Manager independently manages complex Boards, Partner/Principal projects and business event functions to ensure all assignments are completed to the Partner’s/Principal’s satisfaction. This position will be expected to support multiple people and manage projects from start to finish with no supervision, including budget management and deadlines. Work involves routine exercise of discretion, research, planning, recommendations, and providing management with results. This EA-PM will work closely with a team of approximately 10 EA-PM’s and Reception.
ATTRACTIVE FACTORS:
- Help plan events (large scale and small intimate gatherings)
- Interact with the elite in finance and tech
- Tons of ownership and responsibility
- Quarterly admin off-sites, happy hours, and dinners
- Part of one of the most successful venture capital firms
- Work/life balance
- Firm has excellent track record of internal promotion and career development
- Supportive EA team with low turnover and exceptional longevity
- Lunch provided daily, plus breakfast on Mondays
- Great benefits and perks: 401K matching, 100% paid benefits, up to $30K in family planning benefits, paid annual CalTrain pass, partial reimburement of gym memberships
KEY RESPONSIBILITIES:
- Act as “right hand” helping to manage day-to-day operations and oversee various projects, while using discretion and good judgement, and briefing the Partner/Principal on progress.
- Manages and maintains high volume, rapidly changing calendars.
- Coordinates domestic and international business travel arrangements, including any and all documentation needed for international travel, manages and communicates travel itineraries, manages travel accounts and works closely with the travel company to schedule and change itineraries.
- Forecast, on a weekly and monthly basis, the different tasks and deadlines associated with the Partner’s/Principal’s current project list.
- Correspond with and manage those involved with or requesting meetings. Proactively remind all necessary parties about upcoming meetings, tasks, and deadlines.
- Conduct research, analyze and interpret information, problems and proposals to ensure all information is provided to the Partner for decision making.
- Prioritizes strategic projects in accordance with business goals and timelines.
- Coordinates work flow and necessary paperwork/communication to prepare Partner/Principal for meetings, interviews and presentations.
- Manages information flow within and outside the company; serves as a liaison between the firm and board/portfolio companies.
- Forward inquiries to appropriate team members and ensure timely response to urgent questions/issues as they arise.
- Schedules, plans, and coordinates events and meetings onsite and offsite, including researching locations and rates, booking meeting venues, invites, coordinating schedules, scheduling travel plans, preparing required resources, ensuring food and beverage orders for guests, and ensures meeting attendees have appropriate information including directions and maps.
- Plans, organizes and executes business events including, but not limited to:
- Offsite meetings, conferences, board meetings, board dinners, partner meetings, fundraising, networking events, and marketing events.
- Manages Partner’s/Principal’s expense reports.
TOP KEYS FOR THE CLIENT:
- Must have 3-5 years of previous experience supporting high-level executives
- Strong PC and/or Mac Skills (proficient knowledge of MS Word, Excel, and PowerPoint, knowledge of Gmail and Google Docs preferred)
- Superior oral and written communication skills
- Confidentiality
- Must be able to multi-task and thrive in a busy and high pressure environment
- Exercise a high level of independence, attention to detail, prioritization, time management, tact, and good judgement
- Flexibility around working outside business hours, i.e. checking emails after hours, monitoring partner’s or principal’s travel, etc.
- Must be a team player and enjoy working closely with a team of approximately 10 EA-PMs
- Bachelor’s Degree required