JOB ID: EB-1465607034

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POSITION:

Executive Assistant – Global Client Solutions (KCS)

HOURS:

Hours: 8:30am-5:00pm + OT as needed

ATTRACTIVE FACTORS:

• Be a part of an exciting, team-oriented environment in a beautiful office
• Work alongside very bright, enthusiastic people who are passionate about what they do
• Opportunity to interface/interact with high-profile and interesting clients
• Work/life balance
• Full kitchen: breakfast, lunch and dinner
• Gym/wellness reimbursement ($750 annually)
• Commuter benefits ($475 monthly)
• Executive Assistant outings
• Company outings (Giants Games, Happy Hours, Holiday parties)
• Large EA team (20+ admins in SF)
• Continuing Education and Professional Development: Participate in appropriate continuing education or professional development classes to enhance job performance and gain or improve skills required for the position

KEY RESPONSIBILITIES:

Communication and Information Management

•         Monitor heavy and fluctuating calendar, high volume of calls, e-mails, and flow of communication.

•         Compose, draft, proof, edit, and finalize correspondence including e-mail and other documents.

•         Screen all calls for executive and handle all inquiries within capacity.

•         Track Executives’ meetings, as well as necessary follow up in the proprietary investor database/CRM.

•         Review incoming mail and/or email, prioritize and summarize content, and process replies on own initiative or from executive’s notes and directives.

•         Plan and coordinate monthly and weekly team meetings as requested.

•         Familiarity with our policies as outlined in the handbook and on-line, including but not limited to, travel, personal stock, IT, and record retention.

•         Execute and manage both recurring and ad hoc projects such as database management, research requests and maintenance of information packages.

 

Planning

•         Handle planning logistics for complex domestic and international trips using the Firm’s contracted travel agency; provide detailed itineraries, agendas, directions, and backup materials.

•         Prepare expense reports in timely manner ensuring accuracy and submit in accordance with Firm policy.

•         Monitor executive’s calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of executives involved, requests for meetings and telephone calls; communicate potential and/orconfirmed changes to involved parties immediately.

•         Schedule and coordinate complex meetings and executive events requiring detailed logistics handling and problem solving, 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.

 

Collaboration and Teamwork

•      Liaise with portfolio organizations, investors, guests, and all personnel in professional and courteous manner adhering to our culture and values statements.

•      Act in discreet and professional manner with others; sensitivity to the confidential nature of the  Firm’s business and consistently uphold such confidences and use this information only in the course of performing your job.

•      Act as a team player, including taking on additional tasks to support colleagues and the Firm and offering to help before being asked; give credit where credit is due.

•      Contribute your talents and efforts to a productive, pleasant, and safe working environment.

•      Assist and provide phone coverage for additional executives when necessary.

•      Assist guests with general office support and reservations (travel, dinner, and local transportation, etc).

TOP KEYS FOR CLIENT:

•      A minimum of three years’ experience; college degree

•      Ability to manage highly sensitive, confidential information with complete discretion.

•      Demonstrates good judgement; skilled at developing and maintaining relationships.

•      Ability to manage a high volume of work, prioritize tasks and projects according to what is most time- Strong attention to detail.

•      Sense of urgency; ability to work in a fast-paced, dynamic environment and flexible attitude when responding to changes.

•      Self-motivated; proactively identify areas for improvement to better streamline team workflow; can think “outside of the box.”

•      Excellent verbal and written communication skills; presents ideas clearly and communicates openly and effectively with team; facilitate multi-directional information flow.

•      Team player who can work collaboratively or make decisions quickly and independently as needed.

•      Ability to perform general office duties including opening mail, printing, collating materials, photocopying, faxing, and mailing materials.

•      Capable of working in a way that reflects the Firm’s core values and principles.

•      Technically proficient; Advanced computer skills using Microsoft Office Suite: Word, Excel, PowerPoint, and Outlook; able to quickly and accurately produce/edit spreadsheets and presentations.

 

JOB ID: EB-1473873703

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POSITION:
EA to Founder

 

ADDRESS:
San Francisco
(in person 5 days)

 

ATTRACTIVE FACTORS:

• Leading public markets, AI-focused investment firm
• Collaborate directly with AI industry leaders and researcher at the frontier of the technology
• Be one of the first employees of a cutting-edge firm in a period of rapid growth

 

RESPONSIBILITIES:

• Manage personal and professional communications, scheduling
• Develop and update CRM to maintain key relationships in the financial and AI communities
• Oversee travel for team – quarterly trips to NY and additional trips to Asia, London, etc.
• Organize exclusive dinners/events/meetings with leaders in the AI community
• Founder has chronic health issues with very strict dietary restrictions so this person must always take that into consideration when managing travel (listing restaurants he can eat at).

 

MUST HAVES:

• Entrepreneurial spirit, willingness to be resourceful and help wherever needed as a member of a small, fast-paced team
• Strong attention to detail is critical—must be fast and precise
• Must be highly contentious—able to oversee small but important details such as dietary restrictions
• Exceptional judgment in handling sensitive and confidential information
• The ideal candidate will act as an external operating system for Founder

Job ID: EB-8633576714

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

 

POSITION:

Executive Assistant

 

HOURS:

Hybrid; in office 2-3 days a week

 

ATTRACTIVE FACTORS:

• Be a part of an exciting, team-oriented environment
• Partner with two senior members of the firm
• Work alongside very bright, enthusiastic people who are passionate about what they do
• Growing portfolio includes well-known biotechnology companies that are discovering and developing novel therapeutics.
• Opportunity to interface/interact with high-profile, interesting clients

KEY RESPONSIBILITIES:

• Manage and coordinate heavy scheduling/calendar management and general support for the one Managing Director (based in Switzerland/US) and COO (based in SF) – anticipating needs and supporting with general meeting prep, daily schedule maintenance, travel arrangements, client management and other company logistics
• Act as a gatekeeper to help save executives’ time
• Event planning and logistics coordination
• Domestic/international travel arrangements
• Support with expense management and reporting
• Demonstrate superior attention to detail in all areas of responsibility
• Share responsibility with our existing Executive Assistants with light office management: visitors tracking, logging details into the building’s management tool, greeting and seating guests
• Provide meeting support: jump in to help troubleshoot technical issues, manage conference room calendars and appearance
• Ad hoc project management
• Embody a sense of professionalism and be a culture carrier, with all interactions both internal and external
• Provide exemplary relationship management when calendar changes arise to internal and external partners

TOP KEYS FOR CLIENT:

• Strong organizational skills, attention to detail, and commitment to quality
• Effective interpersonal skills, with an ability to interface with personnel at all levels
• Ability to work with many different groups of people, all with varying agendas
• Strong sense of urgency, adaptability, flexibility and resourcefulness
• The ability to function professionally under pressure, while managing multiple concurrent priorities
• Be a team player with a desire to roll up sleeves and help; motivated by the opportunity to contribute to a tight-knit passionate team
• Understand the sensitivity of confidential information and documents
• Handle sensitive situations with tact, diplomacy, and good judgment
• Able to anticipate needs and act upon requests independently
• Be a strategic partner to executives and have the ability to plan ahead for all possible scenarios

JOB ID: EB-5991643927

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

REPORTS TO 

Director Administration

 

ATTRACTIVE FACTORS 

• Join a growing company (160 employees worldwide, 80 in SF)
• The ability to truly “do well by doing good”; indeed, we really are changing the world
• An opportunity to help build a cutting edge, values-driven organization that is leading the Resource Revolution and redefining the economics of distributed, sustainable infrastructure
• The integration of our values – integrity, collaboration, excellence, intellectual honesty, and accountability – at all levels and with our many stakeholders
• An opportunity for entrepreneurship and leadership in building out and managing the company’s operational infrastructure and the teams to support it
• A commitment to your professional development, ongoing learning opportunities, and overall growth as a person
• The ability to work with a team with decades of collective experience financing and managing billions of dollars of sustainable infrastructure, leading successful startups, and growing great people
• Competitive pay and benefits
• 100% covered medical for employees and dependents
• 401K + Matching program
• Cell phone stipend
• Equity program

 

KEY RESPONSIBILITIES 

• Provide high-touch executive support for the CEO/Co-Founder through all modes of communication with internal and external stakeholders, including investors, business partners, and additional ELT members.
• Heavy scheduling across multiple time zones and ability to proactively independently and efficiently own Executives’ calendars.
• Act as the Board and Sub Committee liaison, perfecting PowerPoint decks, booking logistics and onsite services, and maintaining ownership of meeting cadence, minutes, and actionable items.
• Complete annual company calendar planning to highlight company holidays, Board dates, retreats, internal events, and more
• Planning and logistics for ELT offsites, conferences, and planning meetings from inception to completion.
• Be a gatekeeper and triage email inboxes and internal correspondences while remaining unflappable, diplomatic, and approachable.
• Quickly arrange travel, both domestic and international, and be able to change it in a heartbeat. Cultivate relationships throughout the company, serving as a tactful facilitator between the Executive Team and the broader company while maintaining discretion.
• Organize the executives you support, ensuring they are where they need to be, anticipating their needs, and reducing their cognitive load wherever possible.
• Own essential projects that require creativity, leadership, and a willingness to “figure it out.”
• Exercise impeccable judgment, showing great attention to details and preferences.
• A candidate who would like to help build a cutting-edge, values-driven organization leading the Resource Revolution and redefining the economics of distributed sustainable infrastructure.

 

TOP KEYS FOR CLIENT 

• Bachelor’s degree and minimum 6-8 years of 1:1 C-level administrative support, specifically in a fast-paced and scaling environment, is required.
• Demonstrated ability and willingness to acquire new competencies and accept new challenges continuously.
• Strong technical competency, specifically with MS Office Suite, including Excel and PowerPoint.
• Ability to thrive in dynamic work environments; agility and flexibility in response to changing priorities and needs and supporting a team mentality.
• Exceptional project management, organizational, and detailed planning skills with the
• ability to work on multiple objectives with tight deadlines.
• Ability to work independently and exercise discretion in handling confidential information.
• Outstanding communication and interpersonal skills, including empathy, intuition, and
• listening, with a demonstrated ability to work effectively in a cross-functional team.
• Excellent organizational and self-management capability.
• Ability to rapidly learn new concepts with minimal formal instruction.
• High self-awareness and humility, with excitement about confronting uncomfortable
• situations or new challenges. With intellectual agility and curiosity, problem-solving is your default mode.
• Entrepreneurial spirit: flexibility, comfort with risk and the unknown, recognition that we’re never going to be perfect and that “perfect can be the enemy of the good.”