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Floater Executive Assistant

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Job Id : EB-1779882108

Send your resume to info@insearchsf.com with the job id

Position:

Floater Executive Assistant

Attractive Factors:

  • Work/life balance – the Floater will rarely need to stay late or login after hours
  • M/D/V covered 100% and 401k matching
  • Work with a team that strongly believes in direct communication, so that everyone is on the same page, working toward common goals
  • Join a team that is passionate about improving people’s lives via health care and medical innovation
  • Thrive in an entrepreneurial, fast-paced, and dynamic environment
  • Highly collaborative environment: have a seat at the table and help drive success
  • Exposure to the newest life-changing medical inventions, research, and innovations

The Opportunity: Floater Executive Assistant

The position requires strong written and verbal communication skills, organizational skills, the ability to handle highly confidentialinformation with discretion, the ability to operate independently and the ability to interact with internal and external contacts with professionalism and good judgment. An intellectually curious person with a desire to learn and help on multiple projects will thrive in this position.

Principal Responsibilities:

  • Manage busy calendars.
  • Maintain organized calendars utilizing designated color-coding system.
  • Coordinate and schedule internal and external meetings and events.
  • Schedule conference rooms, AV support, catering and guest check-in protocol prior to all confirmed meetings.
  • Extend a warm welcome to external guests and ensure a smooth escort to the meeting room.
  • Schedule expert calls with industry leaders by working with the compliance team.
  • Coordinate travel arrangements including flights, hotels, car service, dinner reservations and other necessary items.
  • Manage and track expenses for each team member; execute monthly expense reports for executives and assist with personal reimbursements.
  • Create conference calendar for the team for the year:
  • Track attendees; flag duplicate attendees.
  • Be proactive about booking travel for upcoming conferences to avoid paying exorbitant airfare and hotel prices.
  • Prepare and print presentations, memos, documents, booklets and/or letters prior to the designated meeting or event.
  • Gather and organize weekly topics/companies for the weekly Investment Committee Meeting.
  • Organize and attend team events.
  • Think proactively; try to anticipate potential issues and brainstorm solutions.
  • Complete ad-hoc special projects and presentations as assigned.
  • Provide coverage to other executives when their team member is on vacation.

Qualifications:

  • Bachelor’s degree
  • 2+/- years of related experience, specifically supporting a senior executive.
  • Proficiency with MS Office Suite (Word, Excel, PowerPoint).
  • Strong work ethic.
  • Exemplary written and verbal communication skills and the ability to communicate effectively with all levels of the organization.
  • High level of attention to detail and organization.
  • Ability to calmly and efficiently manage and prioritize requests from multiple parties simultaneously.
  • Polished, pleasant demeanor and a “no job is too small” attitude.
  • Desire to work collaboratively as part of a team and be part of a strong, collegial corporate culture.

Temp Floater Executive Assistant

By

Job id EB-1448924761

Send your resume to info@insearchsf.com with the job ID

 

POSITION

Executive Assistant Floater Temp

 

OVERVIEW

Responsible for providing back-up support to Private Equity and Infrastructure teams in the Menlo Park office which will require being familiar with each Assistant’s workload to provide appropriate coverage. During back-up coverage, assist executives with a wide range of administrative and executive support-related tasks in a timely manner with high performance. Provide afternoon coverage of the Reception desk on a rotational basis and ongoing admin support to two junior executives. Translate requests and requirements into achievable goals and manage the process through which these objectives are met.

 

HOURS

8:30am-5:00pm (40 hours)
Shift may vary

5 days/week in office

 

ATTRACTIVE FACTORS (for permanent employees)

  • Work/life balance
  • Full kitchen: breakfast, lunch and dinner
  • Gym/wellness reimbursement ($750 annually)
  • Commuter benefits ($475 monthly)
  • Company outings (Giants games, happy hours, holiday parties)
  • Large, tight-knit admin team

KEY RESPONSIBILITIES

  • Manage a high volume of responsibilities and prioritize time-sensitive tasks with limited supervision in a fast-paced working environment
  • Maintain a discreet and professional manner while adhering to the Firm’s core values and principles
  • Liaise with portfolio organizations, investors, guests, and all personnel in a professional and courteous manner
  • Assist and provide phone coverage for additional executives when necessary
  • Assist guests with general office support and reservations (travel, dinner, local transportation, etc.)
  • Greet visitors and ensure their comfort
  • Assist with Reception desk duties in the afternoon and during backup coverage needs
  • Perform research on current portfolio companies, industries and their competitors and on potential investments/other companies as requested
  • Screen calls for executive(s) and handle all inquiries accordingly
  • Assist with occasional personal work as it relates to medical claims and flexible benefit administration for executives and their families
  • Handle planning logistics for domestic and international trips using the Firm’s contracted travel agency; provide detailed itineraries, agendas, directions, and backup materials
  • Prepare expense reports in a timely manner ensuring accuracy and submit in accordance with Firm policy
  • Monitor executives’ calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of executives involved, requests for meetings and telephone calls; communicate potential and/or confirmed changes to involved parties immediately
  • Schedule and coordinate meetings and executive events, inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, coordinate hospitality services as needed; assist with various off-site meetings as requested in an upbeat and professional manner

TOP KEYS FOR CLIENT

  • 1-3 years’ experience in a similar role; college degree preferred
  • Financial industry knowledge highly desirable
  • Excellent writing, editing, and verbal communication skills
  • Advanced computer skills using Microsoft Office Suite: Word, Excel, PowerPoint and Outlook; able to quickly and accurately produce/edit Excel spreadsheets and PowerPoint presentations. Knowledge of Concur Expense Solutions a plus
  • Excellent diplomatic skills; skilled at developing and maintaining personal, social, and business relationships representing in a professional manner
  • Highly developed planning and organizational skills; able to anticipate change, adjust responses accordingly, and initiate steps to maximize resources toward a common objective
  • Superior time management skills; critical thinker with strong attention to detail