Chance to Grow your Career!

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POSITION:

Receptionist

ATTRACTIVE FACTORS:

  • Be a part of an exciting, team-oriented environment
  • Work alongside very bright, enthusiastic people who are passionate about what they do
  • Highly competitive package that includes a base salary plus annual performance bonus.
  • Company currently pays 100% of medical, dental, disability and life insurance coverage for candidate and family
  • Company contributes an amount equal to 15% of compensation to employee-directed retirement account annually = $13k/year and vests within 3 years

KEY RESPONSIBILITIES:

  • Provide phone coverage for the office and direct calls to appropriate parties in an efficient and professional manner.
  • Greet guests in a gracious and welcoming manner. Ensure they are promptly announced to the appropriate party and escorted to the designated conference room.
  • Provide general support for guests.
  • Coordinate and ensure neat appearance of reception area and conference rooms.
  • Manage meeting room calendars and set up conference room Zooms and dial-ins for meetings.
  • Serve as point of contact for vendors.
  • Arrange and coordinate food and beverages for meetings as requested by staff.
  • Order lunch for the office daily, includes sourcing options, ordering, receiving, and distributing lunches.
  • Assist with other tasks and projects as needed.

JOB ID: GIS2022T64

Join a Fantastic Culture!

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POSITION:

Executive Assistant

ATTRACTIVE FACTORS:

  • Fantastic culture, reputable company
  • 100% medical, dental, vision for employees and dependents / Cigna PPO or Kaiser
  • $2500 stipend to offset medical bills
  • On demand workout trainer (future). Comes with Apple Watch.
  • Mental health, career coaching, and therapy benefits through Modern Health and Thrive subscription (created by Ariana Huffington)
  • W/L balance
  • 401(K) with 10K match
  • Gorgeous offices in both Menlo Park and San Francisco

 

RESPONSIBILITIES:

  • Extensive calendar management. Manage changing calendars and priorities
  • Email and communication management: Ensure no critical communications go unnoticed and that every internal and external interaction is a top priority.
  • Daily schedule preparation, confirming all meetings, and sending calendar reminder.
  • Travel planning for internal and external meetings.
  • Prepare travel arrangements and itineraries, and meticulously file expenses.
  • Coordination of door-to-door complex travel arrangements (domestic & international), including flights, hotels, and booking private aviation.
  • Work with the other assistants to plan and manage internal and external meetings and events.
  • Excellent organizational skills with extreme attention to detail.
  • Able to interact with all levels, as well as external executives and investors, in a fast-paced environment, and remain calm under pressure.

 

 

JOB ID:GISB2022K27

Excellent Work Life Balance

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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