Change the World!

By |

POSITION:  (Hybrid)

Executive Assistant to Founder

 

ATTRACTIVE FACTORS:

  • Opportunities for event planning and ad hoc project management
  • Supporting a well-known and regarded down to earth female founder
  • Exposure to innovative female and diverse founders and portfolio companies focused on positive world and humanity changing technologies

KEY RESPONSIBILITIES:

Executive Assistant to Managing Director 

  • Sophisticated calendar management for a rapidly changing schedule
  • Assist with processing paperwork for new startups
  • Draft, review, redline and/or comment on and proofread documents and charts as needed; transcribe partner notes or edits to emails or documents and charts.
  • Provide logistical support for meetings in the office and elsewhere.
  • Manage complex travel arrangements.
  • Track expenses; manage credit cards and receipts.

Relationship Management Support 

  • Update and maintain partner/firm contacts using Customer Relationship Management (CRM) system.
  • Knowledge of LinkedIn to research new and existing contacts and extend invitations to connect via LinkedIn to contacts met in office and at events. Respond to requests for connection using defined criteria.

Event Management 

Arrange all aspects of firm annual meeting and other events including identifying, inviting and scheduling participants and speakers; arranging for meals, materials, decorations, gifts, AV; and coordinating necessary local transportation.

TOP KEYS FOR CLIENT:  

  • Able to work in a fast-paced environment and adapt quickly to changing needs and priorities.
  • Enjoy being part of a high performing team but work largely independently.
  • Provide regular updates to the Managing Director to review and move actions forward. Track required actions until they have been completed.
  • Demonstrated ability to think and act strategically and exercise sound judgment.
  • Skilled at developing and maintaining personal and business relationships and representing
  • Highly motivated to produce work that demonstrates excellent attention to detail, accuracy and, when needed, thoroughness.
  • Be learning and research oriented. Use information resources to update job skills and knowledge.
  • Ask questions as needed.
  • Highly Advanced MS Office skills (Word, Excel, and PowerPoint) and technology savvy. Able to serve as a resource in utilizing technology and office equipment.
  • Experience with CRM software like Affinity, Salesforce, Google (Contacts, Calendar, Docs, Drive), bill pay systems, and online banking preferred.
  • Possess a valid Driver’s License. Own or have ready access to a car in safe, good working order that can be used for work duties as needed. Have vehicle insurance on any vehicle used for work duties.
  • Able to ascend steep stairs due to office location, occasionally lift and/or move heavy objects (packages, deliveries).
  • Embraces diversity.
  • Bachelor’s or higher degree preferred. Regardless of education received, a high degree of drive, intelligence, common sense, and communication skills (written, oral, and interpersonal) are required.
  • Five to ten years’ professional experience as an executive administrator and/or legal secretary highly desirable. Prior experience in a fast-paced technology company, a top law firm, venture capital, management consulting, accounting or other professional services firm is a plus.

Job ID: GIS2022G6

Be Excited to Come to Work!

By |

POSITION:

Executive Assistant

ATTRACTIVE FACTORS:

  • Office is based in SF’s Union Square
  • Firm is the best of the best in the space, well respected in the industry
  • Work on interesting projects
  • Be trusted and have autonomy in your work
  • Tight-knit environment with a strong team culture and emphasis on cross collaboration
  • Co-founders of the firm are complementary and down to earth
  • Gain exposure to the venture capital/hedge fund industry
  • Unlimited PTO
  • Generous benefits: 100% Covered Medical, Dental, Vision Insurance & Life Insurance
  • Firm will reimburse transportation to work (Uber within city or parking spot near office)
  • Catered lunch daily + fully stocked kitchen
  • Work/life balance
  • Be rewarded for your contributions
  • Join a team that comes to work excited every day!

KEY RESPONSIBILITIES:

  • Play the role of gatekeeper for the executive — fielding calls, first communication stop, managing diary
  • High degree of professionalism and exercising strong judgment and discretion with confidential information
  • Communicate with both internal and external parties with a high level of professionalism and diplomacy
  • Strategic and proactive management of complex and varying day-to-day schedules, using Google Calendar
  • Heavy travel coordination — air, ground, hotel and all accommodations
  • Working cross-functionally and with other executive assistants
  • Performing an extensive array of core administrative tasks (e.g., preparing meeting materials, contributing to our internal database, chasing down signatures) and ad hoc special projects
  • Planning and executing both internal and external meetings and events
  • Helping provide candidates interviewing for roles with a smooth interview experience

TOP KEYS FOR CLIENT:

  • Bachelor’s degree and relevant work experience — ideally direct executive admin support with experience supporting multiple leaders
  • Evidence of grit: the ability to adapt and overcome in rapidly changing situations
  • Excellent written and oral communication; diplomatic and professional demeanor at all times
  • Fluent in Google office platforms and Microsoft Office, with a proven ability to manage time efficiently and prioritize multiple stakeholders, functions, and tasks
  • High levels of integrity and discretion
  • Exceptional team player; people-oriented
  • Extreme open-mindedness
  • Great listening skills
  • Clear and concise communication, in both 1:1 and public settings
  • Precise attention to detail
  • Empathy toward the concerns of others, both within and outside Paradigm
  • Adaptability in rapidly changing circumstances
  • Highly curious; fast learner
  • Interest in frontier technologies and crypto markets

JOB ID: GIS2022VW

Excellent Work Life Balance

By |

POSITION

EA to Founder

ATTRACTIVE FACTORS:

  • Close-knit, family friendly firm
  • Stability of team
  • Work life balance
  • Opportunity for growth and professional development
  • Fun company off-sites

 

KEY RESPONSIBILITIES:

The Executive Assistant will report to the COO and work closely with investment partners and the administrative support team. The Executive Assistant will be responsible for administrative functions supporting the Founder. Specific responsibilities and duties include, but are not limited to

 

  • Proactively manage scheduling of calendars; organize internal and external meetings and logistics coordination; manage the day-to-day meeting flow, reserve conference rooms, liaise with guests/clients and other members of EA team; prioritize meeting requests and work proactively to identify and mitigate schedule conflicts
  • Prepare presentation materials for meetings and company visits; pull meeting notes and other information for review in advance of meetings
  • Handle travel arrangements domestically and internationally, assistance in passport and itinerary coordination. Carefully considers and decides the optimum travel arrangements and itinerary for calendared meetings. Coordinate all details for ground transportation, hotels, restaurant reservations, with addresses and directions for all locations.
  • Prepare and submit expense reports in Concur; manage credit cards monthly; track approvals and reimbursement
  • Organize and archive company documentation, including meeting notes, board presentations, financial statements, and diligence materials
  • Prepare presentation material for Board meetings
  • Liaise with other staff

PA RESPONSIBILITIES

  • Make, track, and confirm all medical appointments
  • Submit, monitor, and track insurance claims, reimbursements, and billing for medical expenses
  • Make, track, and confirm personal travel arrangements, including commercial aviation and private-aviation membership
  • Monitor and assist with usage of credit-card points and mileage awards
  • Assist Family members and family staff with operations and upkeep of residences
  • Monitor and assist with memberships and their events calendars
  • Assist Family members and outside service providers with support or tracking of legal, accounting, tax matters, etc. as requested
  • Assist with philanthropic and volunteer initiatives
  • Assist with IT needs

 

TOP KEYS FOR CLIENT:

  • Committed to professionalism, high degree of personal and professional integrity
  • Committed to confidentiality, discreet
  • Team-oriented, proactive mindset; ready to roll up sleeves to help whenever others are overloaded or when a new need arises; non-hierarchical attitude and mindset
  • Highly detail-oriented, highly organized, resourceful, and communicative
  • Proactive, strong with follow-through
  • Accountable and dedicated with ownership over work
  • Able to be flexible and maintain a positive attitude in a fast-paced, changing environment where priorities often shift
  • Able to learn new software and technologies quickly and thoroughly
  • Able to work both independently and collaboratively across EA team
  • Track record of good judgment, able to learn the preferences and patterns of personnel supported
  • Able to multi-task, work proactively, and prioritize work appropriately

JOB ID: GIS2022A8

Unique and Exciting Leadership Opportunity

By |

Position:

Executive Assistant

Schedule:

Flexible hybrid, must be based in Bay Area

Attractive Factors:

  • Flexible remote working and PTO
  • Medical, dental and vision (99% covered for employee and dependents)
  • FSA, HSA, Life Insurance and Disability Insurance available free of charge
  • 401K match (100% of first 3%, total of 4.5%)
  • Free lunch and snacks in office
  • Gym in building with complimentary fitness classes + yoga classes
  • Employee education programs. (tax and financial management workshops, continuing education stipend)
  • Commuter benefits
  • $100/mo stipend for phone and internet
  • $500 stipend for office equipment
  • Growth minded company culture and motivated, tight-knit team!

Key Responsibilities:

  • Heavy and complex calendar management to ensure that CEO’s time is effectively managed
  • Coordinate high volume of domestic and international travel arrangements while using independent judgment on priorities
  • Interface with the CEO’s contacts on her behalf, including investors, board members, senior executives, and employees at all levels of the organization
  • Assist CEO with high-level personal tasks such as filling prescriptions, coordinating events, and booking travel arrangements (including pet travel accommodations)
  • Lead and manage special projects on behalf of the CEO as they arise
  • Provide input and suggestions for continuous improvements in processes, culture, client experience, and other areas
  • Inform CEO of any pending problems, issues or concerns and proactively resolve or recommend solutions
  • Ensure CEO is prepared for all meetings and events, and assist with preparation of presentation materials in a logical organized way; keep CEO on track on a daily basis
  • Find new and efficient ways to create and maintain systems and processes to help maximize CEO’s time
  • Act as leader, role model and mentor to other administrative professionals
  • Support internal and external event-related activities as needed, including researching venues, organizing catering, managing invite lists, and other related items.
  • Adhere to all related regulatory and privacy requirements
  • Perform other duties & responsibilities as required or assigned

Top Keys for Client:

  • 5+ years of Executive Assistant experience supporting C-Level Executives
  • Bachelor’s Degree strongly preferred
  • Experience interacting with high-level Executives and diverse individuals
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Excellent organizational and critical thinking skills with strong attention to detail and the ability to address multiple priorities and deadlines
  • Excellent intuition and judgment as you are an extension of the CEO
  • Excellent communication skills and comfort drafting emails, talking points for speeches, etc.
  • Superior working knowledge of the G-suite and Microsoft Office suite of products with an advanced understanding of Word, PowerPoint, and Outlook
  • Ability to discern between information to determine underlying issues, urgency of requests and impact of information provided
  • Willingness to learn new things and ability to grasp new concepts quickly
  • Must possess the ability to demonstrate a high level of professionalism and confidentiality.
  • Extremely flexible and enthusiastic about change. Positive attitude and ability to maintain composure under stress.
  • Excellent time management skills
  • Flexibility in a fast-paced, ever-changing environment
  • Excellent judgment and tact when dealing with sensitive issues/situations and the ability to maintain confidentiality

JOB ID: GIS2022L1