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Executive Assistant/ Project Manager

By

JOB ID: EB-4415350992

Send your resume to [email protected] with the jon ID

 

LOCATION:

 

Palo Alto, CA

*EA/PM will need to go to SF South Park office at least 1-2 days per week

 

POSITION:

EA/PM to 2-3 executives

Summary

The Executive Admin – Project Manager independently manages complex Boards, Partner/Principal projects and business event functions to ensure all assignments are completed to the Partner’s/Principal’s satisfaction. This position will be expected to support multiple people and manage projects from start to finish with no supervision, including budget management and deadlines. Work involves routine exercise of discretion, research, planning, recommendations, and providing management with results. This EA-PM will work closely with a team of approximately 10 EA-PM’s and Reception.

 

ATTRACTIVE FACTORS:

  • Help plan events (large scale and small intimate gatherings)
  • Interact with the elite in finance and tech
  • Tons of ownership and responsibility
  • Quarterly admin off-sites, happy hours, and dinners
  • Part of one of the most successful venture capital firms
  • Work/life balance
  • Firm has excellent track record of internal promotion and career development
  • Supportive EA team with low turnover and exceptional longevity
  • Lunch provided daily, plus breakfast on Mondays
  • Great benefits and perks: 401K matching, 100% paid benefits, up to $30K in family planning benefits, paid annual CalTrain pass, partial reimburement of gym memberships

KEY RESPONSIBILITIES:

  • Act as “right hand” helping to manage day-to-day operations and oversee various projects, while using discretion and good judgement, and briefing the Partner/Principal on progress.
  • Manages and maintains high volume, rapidly changing calendars.
  • Coordinates domestic and international business travel arrangements, including any and all documentation needed for international travel, manages and communicates travel itineraries, manages travel accounts and works closely with the travel company to schedule and change itineraries.
  • Forecast, on a weekly and monthly basis, the different tasks and deadlines associated with the Partner’s/Principal’s current project list.
  • Correspond with and manage those involved with or requesting meetings. Proactively remind all necessary parties about upcoming meetings, tasks, and deadlines.
  • Conduct research, analyze and interpret information, problems and proposals to ensure all information is provided to the Partner for decision making.
  • Prioritizes strategic projects in accordance with business goals and timelines.
  • Coordinates work flow and necessary paperwork/communication to prepare Partner/Principal for meetings, interviews and presentations.
  • Manages information flow within and outside the company; serves as a liaison between the firm and board/portfolio companies.
  • Forward inquiries to appropriate team members and ensure timely response to urgent questions/issues as they arise.
  • Schedules, plans, and coordinates events and meetings onsite and offsite, including researching locations and rates, booking meeting venues, invites, coordinating schedules, scheduling travel plans, preparing required resources, ensuring food and beverage orders for guests, and ensures meeting attendees have appropriate information including directions and maps.
  • Plans, organizes and executes business events including, but not limited to:
  • Offsite meetings, conferences, board meetings, board dinners, partner meetings, fundraising, networking events, and marketing events.
  • Manages Partner’s/Principal’s expense reports.

TOP KEYS FOR THE CLIENT:

  • Must have 3-5 years of previous experience supporting high-level executives
  • Strong PC and/or Mac Skills (proficient knowledge of MS Word, Excel, and PowerPoint, knowledge of Gmail and Google Docs preferred)
  • Superior oral and written communication skills
  • Confidentiality
  • Must be able to multi-task and thrive in a busy and high pressure environment
  • Exercise a high level of independence, attention to detail, prioritization, time management, tact, and good judgement
  • Flexibility around working outside business hours, i.e. checking emails after hours, monitoring partner’s or principal’s travel, etc.
  • Must be a team player and enjoy working closely with a team of approximately 10 EA-PMs
  • Bachelor’s Degree required

 

March 26, 2025

Senior Executive Assistant, Growth Operations

By

JOB ID: EB-1527431266

Send your resume to [email protected] with the job id

 

POSITION:

Senior Executive Assistant to Growth Team

HOURS:

Onsite in Palo Alto 3 days and San Francisco office 1 day – remote on Fridays

We are seeking a sharp, experienced, and professional Executive Assistant to support a General Partner and Principal on the Growth Operations team. This position will handle core executive assistant duties as well as a wide array of other responsibilities, including operational support and special ad hoc projects. Confidentiality, sound judgment, effective multitasking, and a strong work ethic are imperative to success. The Senior Executive Assistant will also collaborate closely with other members of the Growth Support Team.

ATTRACTIVE FACTORS:

  • Be a part of an exciting, team-oriented environment
  • Work alongside very bright, enthusiastic people who are passionate about what they do
  • Discretionary bonus, health insurance, and other perks.
  • Opportunity to interface/interact with high-profileand interesting clients

KEY RESPONSIBILITIES:

  • Calendar and Time Management
  • Strategic scheduling: Optimize calendar, aligning meetings with priorities.
  • Proactive planning: Anticipate conflicts and adjust schedules as priorities shift.
  • Time blocking: Ensure dedicated focus time for strategic work.
  • Communication Management
  • Email management: Filter, prioritize, and draft responses as needed and progressively take on inbox management for the General Partner over time.
  • Internal Communications: Support drafting internal communications.
  • Meeting Coordination
  • Preparation: Develop agendas, briefing materials, and follow-ups for select meetings.
  • Follow-through: Track action items and ensure follow-up on deliverables from meetings.
  • Operational Support
  • Project management: Support General Partner-led initiatives by managing timelines, deliverables, and follow-ups.
  • Problem solving: Identify roadblocks or opportunities and propose solutions.
  • Data and reporting: Assist with compiling and organizing data for presentations or reports.
  • Stakeholder Management
  • Internal relationships: Foster and maintain strong connections across the Growth team, staying attuned to organizational dynamics within Growth, Management Committee, and the firm and effectively represent the General Partner and broader Growth Operations team.
  • External relationships: Manage key external contacts, ensuring seamless interactions with the General Partner.
  • Event Planning
  • Coordinate logistics for select team events.
  • Travel Coordination
  • Plan and manage all aspects of domestic and international travel, ensuring seamless experiences.
  • Personal Assistance
  • Support personal administrative tasks to enable the General Partner to focus on professional priorities. Examples include scheduling nonprofit board meetings, coordination related to family commitments, gifting, coordinating light logistics for personal trips, holiday card sends, etc.

TOP KEYS FOR CLIENT:

  • 7+ years of experience in an executive admin support role
  • Experience working as Chief of Staff or Executive Assistant to c-level executives in Private Equity, Investment Banking and/or Consulting environments
  • Desire to learn and work as a team player in an entrepreneurial, fast-paced, and dynamic environment
  • Superior communication skills, unquestioned integrity, and experience, confidence, and presence to work with colleagues at all levels of the firm, including external counterparts
  • Highly motivated, self-driven, and solution- and detail-oriented
  • Positive attitude; no task too big or too small
  • Bright, upbeat culture creator
  • Strong time management skills; ability to handle multiple concurrent assignments with a strong 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
  • Expert experience with Microsoft Office and experience with Salesforce preferred

February 26, 2025
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