job ID:EB-2219131199
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HOURS:
- Full-time. Must be able to work in-person, five days per week, at our San Francisco office.
- Plan to arrive at office prior to Principal’s first meeting.
- Expect to field emails and ad hoc requests outside of office hours
ATTRACTIVE FACTORS:
- Be a part of an exciting, team-oriented environment
- Work alongside very bright, enthusiastic people who are passionate about what they do
- Growing portfolio includes well-known companies such as: Solana, Material Security, Brave Browser, dYdX, WorkOS, Rippling, and many other rapidly growing startups.
- Opportunity to interface/interact with high-profile, interesting clients
KEY RESPONSIBILITIES:
- High-volume calendar management
o Own and manage calendar holds for standing Team Meetings (Mon) and Principal’s weekly internal syncs
o Manage personal appointments (medical, dental, etc.) on behalf of Principal and occasionally Family
o Confirm commitments 24h prior and execute changes as needed
o Daily review of Principal inbox to identify and flag outstanding action items
o Quarterly calendar review and restructure
o Understand, manage relationships, and cross-collaborate with external stakeholders
- Expense report management
o At present, must generate 3 reports monthly for both Principal and self for submission to CFO and Fund Admin Team
o Track and request all vendor receipts on behalf of Principal
- Management of domestic and international travel on behalf of Principal (Family and Household Team on occasion)
o Includes arrangement of flight (commercial and private [group]), hotel, ground transportation, executive protection, management of travel documentation (e.g., passport procurement and renewal, visa procurement, GOES/TSA PreCheck enrollment) and execution of all itinerary changes as needed
o Track flight credits in Google Sheets
- Oversee alternative assets (art acquisitions) on behalf of Principal.
o Manage all payment, shipment, and delivery logistics, both domestic and international.
o Document new advisory relationships, installation directions, and store invoices, POAs, PODs, hi-res image files in Dropbox
- Liaise with Banking Team (Citizens Private Bank) to prepare personal cap call payments, wire transfers, collect and manage tax documentation as requested
- Provide operational support to Principal, CFO, Fund Admin Team, and Counsel
o Know and understand LP relationships and commitments
o Have working knowledge of existing fund entities, vendor relationships, and reference sources
o Document prospective investments in Affinity and store pitch materials in Slack/Docsend on behalf of Principal
o Execute documentation on behalf of Principal
o Field and execute inbound LP admin requests; e.g., entity transfers, commitment increases, authorized contact updates, verbal wire verifications for cap calls
o Document prospective LP relationships in Google Sheet tracker on behalf of Principal
o Distribute and track LP sub docs; liaise with counsel regarding sub book review and follow up requests; document commitments either in Google Sheets/Airtable
o Distribute executed closing volumes at close of fundraise
o Update fund distribution lists in Gmail Contacts
- Coordinate bicoastal business lunches, dinners, and events on behalf of Principal (from 1:1 to large groups)
o Principal will offer direct feedback on venue preferences, but helpful to have working knowledge of elevated dining trends in alignment with brand
o Arrange ground transportation for founder dinners hosted at Principal Residence
o Track and document all expenses related to business dinners / events
- Collaborate with selected vendor to source and send baby gifts for expecting colleagues (LPs, Founders, Co-Investors, Friendlies) on behalf of Principal and Marketing Partner
o Flag recipients for Principal and Marketing Partner, confirm budget and select gift from provided options, document in Google Sheet tracker
- Manage logistics for Annual Team Offsite and Internal Team Dinners autonomously and in collaboration with Marketing Partner
o Vet and source dates, event venues, and additional vendors for ground transportation, florists, gifts, etc.
o Obtain quotes, negotiate rates, and construct cost estimates for consideration of Principal and Marketing Partner
o Create and manage guest lists, track RSVPs and preferences as needed, liaise between firm and vendors
o Track and document all expenses related to internal events
- Manage logistics for Holiday Gifting
o Coordinate with Marketing Partner on current year selections
o Negotiate courtesy discounts with existing and new vendors
o Manage and reformat all recipient lists as required by vendor
o Manage shipping timeline and track payments / shipments for all purchase orders
o May include liaising with print partner and vendor fulfillment to ship and include branded collateral
o May include drafting message copy for personal gifts
o Vet and source alternative gifting options for consideration of Principal and Marketing Partner
o Provide summary of yearly gifting program to Principal and Marketing Partner
- Manage logistics for AGM both autonomously and in collaboration with Marketing Partner and Event Coordinator
o Vet and source venue options for consideration
o Collaborate with Event Coordinate to negotiate related fees
o Liaise with Event Coordinator to manage internal event deadlines
o Vet and source event materials and gifting options, manage payment and shipment
o May include drafting and proofing invite messaging and event materials in collaboration with Marketing Partner
o Manage invitee lists (Meeting and Reception) on multiple platforms (Paperless Post and Partiful – this may change)
o Organize and inventory event accessories and materials for ease of Event Coordinator and day-of support staff
o Advise Principal and Marketing Partner on LP relationships
o Review and execute vendor payments
o Manage reputational risk of firm in event of unexpected incidents
- Provide ad hoc personal support to Principal
o Manage logistics of household team trials. Includes candidate vetting; arrangement of flights, accommodations, ground transportation; schedule structuring; review and issuance of reimbursements. Not limited to housing and onboarding support for new hires
o Misc. personal tasks; e.g., managing returns/refunds of personal purchases in collaboration with Sales Associates at select vendors (YSL, Neiman, Tom Ford), managing medical claims on behalf of Principal and Family, picking up Invisalign trays
- Maintain solid foundational knowledge of facility and internal operations separate from office management
o Build rapport with property management
o Be familiarized with local parking and transportation options and staff
o Know best practices re. building access, security protocols, disposal processes, Maintenance, support requests, mail delivery and retrieval
o Stay in compliance with property management requirements re. vendors, onsite events
TOP KEYS FOR CLIENT:
- 10+ years of experience across spectrum of administrative and operational support, preferably in VC
- Self-motivated with the ability to excel in a fast-paced environment
- Ability to communicate effectively and diplomatically at all levels
- Ability to manage competing priorities