Perfect Balance between EA Management & Event Planning

By January 28, 2020

We have partnered with a prestigious private equity firm in Menlo Park who is seeking an experienced Executive Assistant/Office Manager with a proactive attitude and the ability to manage constantly shifting priorities. This person will manage the office staff, including recruiting, hiring and training the Executive Assistant team, in addition to hosting corporate events. They are looking for someone who is self-directed and has the ability to manage their time efficiently.  This is an amazing opportunity to join a successful firm, offering stability in a close-knit professional environment.

ATTRACTIVE FACTORS:

  • Work-Life balance
  • Onsite Chef for lunch – every day
  • Stocked kitchen for breakfast
  • 100% employee premiums
  • 401k plan with profit sharing
  • Contribution to HSA account
  • Very smart, low ego and tenured team
  • Familial environment
  • Inclusive culture with multiple corporate events: Summer Outing, Halloween Event, Holiday Party, Bocce Ball Tournament, Wine and Cheese Events, Annual Admin Team Outing, Year-End Dinner, Annual Holiday BBQ Lunch

KEY RESPONSIBILITIES:

The position requires a strong foundation in office management and executive support, a proactive attitude and the ability to manage constantly shifting priorities. The ideal candidate must have a self-directed nature with the ability to manage their time efficiently. 

Office Manager Responsibilities

  • Manage office staff, which includes recruiting, hiring and training the Executive Assistant team
  • Maintain office staff performance by coaching, counseling and disciplining employees; monitoring workloads and evaluating job results
  • Provide direct supervision for Front Desk Coordinator position
  • Partner with HR to update and maintain office policies and weekly timesheets
  • Collaborate with Managing Partner leadership to provide mid-year and year-end performance evaluations for admin team
  • Manage all aspects of business expense reporting program, including maintaining TripsWare software system, reviewing and processing expense reports and monitoring expense allocation accuracy
  • Manage vendor contracts, accounts payable and operations budget for CA offices
  • Responsible for the oversight of facilities management, including office repairs, maintenance and office construction projects
  • Collaborate with CA and TX IT teams on office equipment needs, procedures and systems
  • Manage quarterly PTO reporting and reconciliation for all CA employees
  • Responsible for all aspects of company event planning for CA offices, including the Summer Outing, Halloween Event, Holiday Party, Bocce Ball Tournament, Wine & Cheese Events, Annual Admin Team Outing and Year-End Dinner, Annual Holiday BBQ Lunch
  • Manage daily lunch program by partnering with onsite Chef and maintaining food service equipment and supplies
  • Maintain Office Directory and office files
  • Coordinate Onsite Flu Shot scheduling and Holiday Cheer programs

Executive Assistant Responsibilities

  • Provide administrative support to senior-level investment professional(s)
  • Maintain calendars and contact databases
  • Coordinate complex travel arrangements for both domestic and international travel, including procurement of travel visas
  • Maintain accurate files onsite, offsite and electronically in compliance with government regulations
  • Provide back-up administrative and front desk support, when required

TOP KEYS FOR CLIENT:

  • Minimum ten years of experience as an Office Manager and Executive Assistant
  • Proven knowledge of office administrator responsibilities, systems and procedures
  • Excellent time management skills; ability to multi-task and prioritize in a fast-paced environment
  • Strong leadership and interpersonal skills; demonstrated ability to lead and develop a team
  • High level of discretion and confidentiality
  • Detail-oriented with strong organizational and planning skills
  • Proactive approach to problem-solving with strong decision-making skills
  • Excellent written and verbal communication skills
  • Proficiency in MS Office (MS Excel, Word and Outlook, in particular)
  • A creative mind with an ability to suggest improvements
  • Bachelor’s degree preferred

Job ID: GIS2020B