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Executive Assistant/Office Manager

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Job ID : EB-5186449950

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ATTRACTIVE FACTORS

  • Be a part of an exciting, team-oriented environment with a genuine and warm atmosphere
  • Work alongside very bright, enthusiastic people who are passionate about what they do
  • Opportunity to interface/interact with high-profile and interesting clients
  • Real work/life balance
  • Cohesive, supportive EA team
  • Catered lunch daily

KEY RESPONSIBILITIES

  • Maintain and manage the executive’s calendar, including meetings and travel arrangements
  • Oversee the day-to-day office operations, ensuring a smooth and efficient workplace
  • Manage the execution of special projects and other administrative tasks
  • Manage the current office space with the potential of planning a new office space, ensuring a seamless transition, setup, and move
  • Greet and welcome guests as they arrive, acting as the point of contact for guests
  • Research and book travel arrangements (both domestic and international), including monitoring travel arrangements should any changes arise.
  • Provide support to the Investor Relations team, assisting with their initiatives and projects
  • Process expense reports timely using Concur and handle billing and invoicing processes
  • Arrange and coordinate lunch orders from local restaurants
  • Maintain office inventory, ensuring an organized storage system, and place orders as needed
  • Work with IT, building management, and other service providers, acting as the point of contact
  • Collaborate with the greater administrative team based in San Francisco to support firm-wide and team initiatives, ensuring cohesion in all aspects of the team’s functions
  • Receive, sort, and distribute incoming mail and packages, and manage outgoing mail.

TOP KEYS FOR CLIENT

  • College degree required, or two years experience with measurable success
  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly, meeting multiple deadlines with excellent attention to detail and accuracy
  • Demonstrate a proactive approach to problem-solving with strong decision-making
  • Highly resourceful team player, with the ability to also be extremely effective independently
  • Knowledge in Microsoft Office, Google Suite, Slack, Concur Expenses
  • Excellent verbal and written communication skills
  • Trustworthy with impeccable professional ethics and the highest moral standards
November 21, 2023

Executive Assistant/Personal Assistant

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Job Id: EB-2037575088

Send your resume to info@insearchsf.com witht he job ID.

ATTRACTIVE FACTORS

  • Positive, down to earth team, culture, and office environment
  • Gorgeous offices, great art & views
  • Connected EA team
  • Opportunity to learn – team will support any extra training the person wants to explore
  • People there are nice, fun, smart and happy to be there
  • Daily paid lunches & dinner as well if you are there after 6pm (rare)
  • Comprehensive benefits coverage
  • 4 days a week in office, WFH on Friday

KEY RESPONSIBILITIES

 

  • EA Responsibilities (~70% of role)
    • Calendar management – maintain and update multiple calendars.
    • Travel (business/personal) – often complex (private and commercial air)
    • Tracking emails, scheduling virtual and in-person business meetings, including ordering meals, arranging travel, preparing meeting rooms, invitations, etc.
    • Arrange, confirm, re-confirm, re-schedule and follow-up on all appointments.
    • Draft correspondence, formatting, inputting, editing, copying, and transmitting text and data
    • Establish and maintain files and records.
    • Generally, support the productivity of executive in whatever capacity is required
    • Assist principal in planning and coordinating special events: Choosing venues, setting dates, selecting menus, organizing guest lists, sending out invitations and working with caterers and outside vendors.
    • Manage business expenses and gather support as required.

 

  • PA Responsibilities (~30% of role)
    • Point Person for multiple homes (maintenance supervision and scheduling and includes assisting with management of household staff)
    • Coordinate home maintenance projects: assist architects, contractors, gardeners, landscapers, decorators, and maintain their punch lists and manage follow ups as required.
    • Maintain tracking system for licenses, passports, household maintenance contracts (i.e., landscapers/pool service/air conditioners etc.…)
    • Work closely with spouse’s PA to coordinate events, travel plans, appointments, etc.
    • Accounts payable/ bill pay (will report to and be trained by the bill pay manager)
      • Intake and organization of all invoices for homes/personal life
      • Obtain approvals from principal and enter data into accounting software to be reviewed for payment.
      • Download credit card statements for principal and related household staff.
        • Categorize expenses, obtain support for expenses as needed for review and approval and submission for payments.

 

TOP KEYS FOR CLIENT

  • Bachelor’s degree (minimum)
  • Previous job experience (financial firm experience a plus)
  • Long-term commitment desired
  • Desired skills:
    • Internet savvy and proficient in Microsoft Office: Outlook, Word, Excel, PowerPoint, Adobe Acrobat
    • Scheduling and international/domestic travel logistics
    • Excellent verbal/written communication skills
    • Flexible to work extended hours on occasion
  • Desired personal qualities:
    • Excellent time management
    • Attention to detail, good listener, and ability to take direction.
    • Proactive, forward-looking
    • Critical thinker
    • Discreet, with an ability to maintain privacy when dealing with sensitive and confidential information
    • Problem solver
    • Candidate must be able to handle multiple simultaneous requests and prioritize accordingly in a fast-paced environment.
    • Upbeat demeanor, adaptable attitude, composure under pressure, good sense of humor
    • Resourceful team player, with ability to act independently.
    • Must have COVID-19 vaccinations as per office policy.

 

November 20, 2023

Executive Assistant to CEO

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Job ID : EB-9747437148

HOURS:

5 days a week in office

ATTRACTIVE FACTORS:

  • Exposure to the exciting, bustling world of luxury real estate in NYC
  • Opportunity to interface with some of the world’s most talented, successful people
  • Enjoy variety in the role – each day is different + exciting
  • Accompany CEO on meetings with clients

KEY RESPONSIBILITIES:

  • Effective coordination and integration of personal responsibilities with the corporate tasks. 80% will be a primary focus on corporate duties while 20% will also handle personal duties.
  • Maintain an accurate and detailed corporate and personal calendar, managing and coordinating incoming scheduling requests, rescheduling meetings upon request, proactively communicating changes, anticipating and responding to scheduling conflicts, as well as efficiently scheduling client meetings and ensuring timely follow-ups to maintain effective client relationships.
  • Oversee the creation of any prep materials needed for client meetings.
  • Oversee all aspects of travel arrangements, including flight bookings, managing travel credits, coordinating drivers, rental cars, and making restaurant reservations, among other related tasks.
  • Being proactive in scheduling client meetings, this position will require forward-thinking to maximize CEO’s schedule and ensure efficient time management.
  • The position may involve occasional coordination with events and meetings in the Hamptons office.
  • Perform any other relevant duties as assigned.

TOP KEYS FOR CLIENT:

  • The candidate should maintain a highly polished and professional appearance, as they will be accompanying in meetings with CEOs, entrepreneurs, executives, international investors, media and entertainment figures, professional athletes, and high-net worth individuals.
  • Deep understanding of luxury brands to cater to the discerning tastes of these highly successful clients.
  • Knowledge of and a genuine interest or prior experience in real estate or hospitality from prestigious establishments like the Four Seasons or Ralph Lauren.
  • Highest level of integrity, ethics and professionalism; must have excellent judgment and professional maturity.
  • Exceptional verbal and written communication skills – email, phone and in person.
  • Maintain a high degree of discretion in all aspects of work and display courtesy and professionalism in all interactions and with all contacts.
  • Action orientated: Enjoys working hard; is action oriented and full of energy for the things that he/she sees as challenging; not fearful with acting with baseline information and filling in as necessary, seizes more opportunities than others.
  • Maintaining a positive attitude and calm demeanor. You will operate with the highest levels of honesty and integrity. No task too big. No task too small.

November 7, 2023

Executive Assistant to Investment Team

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JOB ID:EB-4926531776

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Attractive Factors:

  • Fun/collaborative team
  • Exposure to their many high-profile clients
  • Fantastic benefits package (M/D/V covered 100%, 401k matching, wellness stipend, personal education allowance and commuter benefits program)
  • Hybrid – three days in office (Tuesday – Thursday)

Principal Responsibilities:

  • Own and proactively manage a complex, changing, high-volume calendar across multiple time-zones
  • Be a knowledge conduit and ensure information moves fluidly across the organization in a timely manner
  • Take care to build rapport across the Investment Team and work collaboratively with other colleagues across the firm
  • Seamlessly coordinate extensive domestic and international travel
  • Ensure seamless flow of the Investor’s day to day activities
  • Proactively and strategically coordinate internal and external meetings
  • Support with the implementation of systems to elevate efficiency and effectiveness of administrative processes
  • Provide additional administrative support as needed
  • Manage and process monthly expense reports
  • Timely responsiveness outside of “regular” business hours

Qualifications:

  • 3+ years in an executive support role, with experience in managing complex calendars, travel, and day to day administrative operations
  • Experience with multi-support role preferred
  • 1+ years of experience working in a Finance Services and/or Consulting environments preferred, but not required
  • Desire to learn and work in an entrepreneurial, high pressure, ever-changing environment
  • Highly motivated, self-driven, solution and detail-oriented
  • Thorough attention to detail and superior communication skills
  • Strong time management skills: ability to handle multiple concurrent assignments with a high degree of accuracy and meet deadlines in a high-pressure environment
  • Ability to think independently and provide creative solutions
  • Strong emotional intelligence and ability to diplomatically navigate complex situations
  • Positive attitude – no task too big or too small
  • Experience with Microsoft Office, experience with Salesforce ideal

November 6, 2023

EPA supporting 2 General Partners

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Job ID:EB-8261772687
Submite your resume to info@insearchsf.com with the job ID.

POSITION:
EA-PA supporting 2 General Partners, including a Founding Partner
Role will be approximately 70/30 split (70% EA/PA support to the Sr. Founding Partner and 30% for the other GP)

HOURS:
8:30/9am to 6:30pm ET
5 days a week in office

ATTRACTIVE FACTORS:
· Great company culture–exciting, mission-oriented team environment
· Work alongside very bright, enthusiastic professionals who are passionate about what they do
· Well-funded, established VC firm with a growing portfolio which includes well-known companies such as Pinterest, Airbnb, DraftKings, and Shopify among many others
· Benefits—MDV 100% Coverage + 401k
· 20-day PTO + 5 Sick Days
(NOTE: 10-day flex PTO + set 5 days btw Christmas-New Year’s Day + set 5 days the week before Labor Day)
· Daily Lunch provided
· Many other perks such as Cell Phone and Internet Stipend

KEY RESPONSIBILITIES:
· Heavy Scheduling/calendar management and general support for General Partners anticipating needs and supporting with general meeting prep, daily schedule maintenance
· Plan and schedule travel, accommodations, and other reservations for business trips, with often changing travel itineraries
· Support with expense reporting
· Be an extension of the General Partners; liaise with high-profile clients
· Demonstrate superior attention to detail in all areas of responsibility
· Provide meeting support: jump in to help troubleshoot zoom issues, manage conference room calendars
· Ad hoc project support

TOP KEYS FOR CLIENT:
· EA-PA, 6-8+ years of relevant experience (i.e., PE/VC background a plus, but not required)
· Expertise in calendar/meeting/travel management (Board meeting scheduling experience a plus)
· Proactive/strategic scheduler who knows how or is willing to learn the NYC restaurant scene
· PA and/or concierge/high-level hospitality experience is a plus (PA related work can make up to 50% of the job on some days so a high-level “go above and beyond” mindset is required)
· Highly motivated and organized approach, with an excellent work ethic, judgement, resourcefulness, and bias towards getting things done
· Professional, poised, and positive-upbeat demeanor with a strong “white-glove” customer service mentality
· Experience working in a fast-paced environment with constantly changing priorities and competing demands
· Extraordinary attention to detail (including timeliness) and an internal drive to produce
· Strong tech fluency with experience in: Microsoft Office Suite, Google Suite, and Slack
· Exceptional written and oral communication skills
· Effective interpersonal skills, positive and upbeat with an ability to interface with personnel at all levels of the company
· Team player with a desire to roll up sleeves and help; motivated by the opportunity to contribute on a small, tight-knit team
· Understands the sensitivity of confidential information and documents and handle all sensitive situations with tact, diplomacy, and good judgement
· Able to anticipate needs and act upon requests independently

October 2, 2023
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