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Senior Executive Assistant to Chairman

By

JOB ID : EB-8217941075

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

 

 

POSITION

Senior Executive Assistant to Chairman

 

REPORTS TO

Chairman

 

COMPENSATION

Base DOE + 15% bonus + profit sharing

 

OFFICE EXPECTATIONS

4 day/week onsite, 1 day WFH

 

THE OPPORTUNITY

The Senior Executive Assistant will support the Chairman and work closely with top-level Partners, Co-Founders, and Executives. This is an opportunity to work alongside individuals who are driven by operational excellence and a passion for making history. The ideal candidate is a team player with exceptional communication skills, meticulous attention to detail, and creative problem-solving skills. The position requires the ability to juggle competing responsibilities while prioritizing strategically. Role will encompass relationships and responsibilities of both the firm and the Chairman’s family office.

ATTRACTIVE FACTORS

  • Exciting chance to join a well-established firm with a great brand
  • Partner with a wonderful executive who is a leading voice in sustainability and philanthropy
  • Chairman is genuine, kind and passionate about the work, and has a deep sense of purpose and mission
  • Be part of an upbeat, positive team culture and energized office environment
  • Plan exciting events of all sizes, with a great family office support team
  • Collaborate with other EA’s and meet for monthly lunches
  • Lunch provided daily
  • Additional benefits include 100% coverage of platinum medical, dental, vision, and life insurance plans for employees, company-funded HRA program for healthcare expenses in the benefit section, 401k match

KEY RESPONSIBILITIES

  • Extensive calendar management and travel planning for internal and external meetings: Manage changing calendars and strategic priorities, acting as “air traffic control”.
  • Daily schedule preparation, confirming all meetings, and sending calendar reminders.
  • Ensure timely preparation and delivery of all briefings and information for all meetings, speaking events or conferences.
  • Email and communication management: Ensure no critical communications go unnoticed and that every internal and external interaction is a top priority.
  • Manage high-volume incoming speaking requests.
  • Coordination of door-to-door complex travel arrangements (domestic & international), including flights, hotels, and booking private aviation.
  • Network Relationship Management: Liaise with tech executives and investors and help the partner leverage opportunities to engage with key stakeholders.
  • Plan and coordinate intimate events and dinners: Arrange all details, from selecting a unique venue to managing event registration and communication that aligns with the partner’s voice to coordinating the day of event logistics to ensure seamless execution.
  • Work with the other assistants to plan and manage internal and external events.
  • Gather, compile and distribute materials for portfolio company board meetings, internal Partner meetings and external board/committee activities.
  • Update and maintain extensive contact and event lists and track event invites and RSVPs.
  • Management of one Executive Assistant.
  • Partner with/delegate to Executive Assistant and Chief of Staff.
  • Liaison with office team, home staff and family office.

TOP KEYS FOR CLIENT

  • 10-15+ years of executive administrative support of a leader in the financial services industry, preferably in Venture Capital, Private Equity, Investment Banking, or UHNW individual.
  • A strong team player who thrives in a collaborative setting and works well within a matrixed environment, poised and able to work with individuals at all levels of the organization, as well as external executives and investors.
  • Proactive, positive, and personable with excellent communication skills and an upbeat, “can do” attitude- willing to take initiative with confidence.
  • Resilient, with the ability to manage multiple projects and deliver quality work to deadlines.
  • Remain calm under pressure in a fast-paced environment.
  • Discretion, diplomacy, and excellent judgment; high degree of integrity when dealing with confidential and sensitive information.
  • Exceptional attention to detail and excellent organizational skills.
  • Strong calendar management and prioritization skills.
  • Ability to process data and formulate reports.
  • Advanced proficiency with Gmail, Google Calendar, and key applications such as Word, Excel, PowerPoint, Expensify, and Zoom.

 

Executive Assistant

By

Job ID : EB-1824069374

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

Position:

Executive Assistant to Partners

Interview Process:

1ST: Phone Screen w/ Managing director

2nd: Onsite with EA Team

3rd: Onsite with Executives

Attractive Factors:

  • Work/life balance – the Floater will rarely need to stay late or login after hours
  • 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 confidential information 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.
  • 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.

Qualifications:

  • Bachelor’s degree
  • 5+/- 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.