Job ID: EB-1638204026

LOCATION:

Palo Alto, CA

This Executive Assistant Palo Alto CA position is ideal for a seasoned Executive Assistant who enjoys managing complex executive schedules, coordinating global travel, and serving as a trusted partner to senior leadership. The role offers the chance to work closely with highly accomplished investors while operating within a collaborative and supportive administrative team.

ATTRACTIVE FACTORS

• Be part of an exciting, team-oriented venture capital environment
• Work alongside highly intelligent, enthusiastic professionals passionate about investing and innovation
• Opportunity to interface with high-profile investors and industry leaders
• Warm, down-to-earth culture with a respectful and collaborative team dynamic
• Excellent stability within the Executive Assistant team
• Generous benefits including fully paid healthcare premiums for employees and dependents
• Daily paid lunch provided by the firm
• 401(k) retirement plan with employer matching

KEY RESPONSIBILITIES

• Provide high-level executive support to Partners of a $4B venture capital fund
• Proactively manage complex and frequently shifting executive calendars with strong judgment and prioritization
• Anticipate executive needs and ensure time is allocated toward the most critical business priorities
• Coordinate complex domestic and international travel including itineraries, logistics, and travel preferences
• Ensure travel arrangements are organized, accurate, cost-effective, and compliant with company travel policies
• Handle confidential and sensitive information with exceptional discretion and professionalism
• Coordinate all logistics for executive meetings and events including materials preparation, guest coordination, catering, transportation, and venue arrangements
• Partner with internal teams to manage logistics for larger events or multi-party meetings
• Process and manage a high volume of expenses weekly to ensure timely and accurate monthly submissions
• Develop strong working relationships with investors, external partners, and internal team members
• Contribute to Palo Alto office operations including kitchen management and conference room coordination when needed
• Support other Executive Assistants during peak workloads, vacations, or absences
• Assist with occasional personal assistant tasks representing less than 10% of the role
• Support special projects and additional administrative initiatives as assigned

TOP KEYS FOR CLIENT

• 10+ years of experience as an Executive Assistant supporting senior executives
• Recent experience supporting leadership within venture capital or private equity firms
• Ability to manage demanding schedules and complex executive priorities
• Calm, polished, and unflappable professional demeanor
• Highly proactive with a strong service mindset and “can-do” attitude
• Flexible and responsive to executive needs including occasional support outside traditional business hours
• Exceptional organization and time management skills
• Proven expertise arranging complex domestic and international travel
• Strong proficiency with Microsoft Office, Zoom, and expense management tools such as Expensify
• Experience preparing Excel spreadsheets, Word documents, and PowerPoint presentations
• Excellent written and verbal communication skills
• Self-starter able to work independently and collaboratively within a team environment
• Strong problem-solving mindset and attention to detail
• Bachelor’s degree or equivalent professional experience

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