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Property Manager

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Job ID: EB-9193527904

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COMPANY:

Confidential Private Family

ADDRESS:

San Francisco, CA

 

POSITION:

Property Manager

 

INTERVIEW PROCESS:

1st: Video interview with HR

2nd: Video interview with team members

3rd: Video interview with additional team members

4th: Video case study

5th: Onsite interview with principals

ABOUT THE ROLE

The Property Manager is responsible for maintaining the grounds, exteriors, and mechanical systems of properties in San Francisco, including the current residence, staff office apartment, storage facility, and the Estate currently under construction. Duties encompass hands-on maintenance work, troubleshooting, and repairs (plumbing, electrical, HVAC and other systems), basic carpentry, as well as ensuring overall property cleanliness. The ideal candidate is detail-oriented, proactive, collaborative, and capable of handling pet care duties. Reporting directly to the Principal, this role requires a professional approach to property management and excellent communication skills. This position will be expected to coordinate plans and services with internal and external contacts, including family members, property staff, contractors and vendors as needed.

 

ATTRACTIVE FACTORS:

Support an engaging, creative and warm family

Have autonomy with all necessary resources

High-profile network

Strong, well established family office support structure

Full benefits and robust compensation

 

KEY RESPONSIBILITIES:

 

Property Maintenance and Operations Oversight:

· Ensure all properties, gardens, and grounds are immaculate.

· Perform routine walk-throughs of properties, identifying maintenance needs and coordinating with vendors.

· Develop and implement preventative maintenance programs.

· Perform repairs, installation of fixtures and appliances and replacement of damaged systems.

· Supervise home projects and repairs, liaising with vendors and service providers.

· Create and maintain household inventories, manuals, and protocols.

· Manage all work in compliance with OSHA and applicable environmental regulations, contracts, codes, zoning, and regulatory agencies.

Coordination and Management:

· Coordinate minor repairs and maintenance projects, including household appliances.

· Liaise with subcontractors, service providers, and vendors.

· Manage service contracts and invoices, ensuring timely approvals.

· Receive and distribute UPS deliveries and packages for Principals.

· Oversee trash and recycling management, both indoors and outdoors.

· Handle inventory management, including tools, household supplies, and vehicle needs.

 

General Support and Assistance:

· Assist with heavy lifting and moving of supplies, furniture, and vehicles.

· Maintain cleanliness of exterior grounds, pool, gym, and mechanical room.

· Organize and maintain garages and care for vehicles.

· Assist housekeeper with moving large items.

· Oversee care of the family’s dog, coordinate supplies, boarding and vet visits.

· Perform specific assignments as delegated by Principals and maintain confidentiality.

 

Additional Responsibilities:

· Maintain detailed records for automobile upkeep and recreational equipment.

· Maintain a positive and proactive attitude, supporting efficient management of Principals’ lives.

· Be on-call to respond to emergency issues.

· Undertake other special projects and duties as assigned.

 

TOP KEYS FOR CLIENT:

  • Attention to detail, excellent interpersonal and communication skills.
  • Exceptional project management, organizational skills and dedication to responsibilities.
  • Able to work well in a team environment and have a very positive attitude.
  • Ability to maintain a high level of strict discretion, confidentiality, and professionalism.
  • Comprehensive knowledge of HVAC, mechanical systems, and construction‐related trades.
  • Ability to operate hand tools and power tools.
  • Ability to read technical manuals and drawings.
  • Basic computer skills and smartphone proficiency. (Word, Excel, iOS).
  • Technical working knowledge of smart house technology such as Lutron, Security Apps, Sound Systems, etc.
  • 7+ years of hands‐on experience on a large private estate with substantial longevity in past position(s).
  • The physical demands of this job will require walking, sitting, standing for extended periods on top of the ability to lift and move up to 10‐50 pounds frequently.
  • Applicants must be currently authorized to work in the United States.
  • Practice the utmost professional discretion.
  • Successfully complete an in‐depth background investigation, including a cyber/social media risk evaluation.
  • Valid driver’s license and clean driving record.
  • Please note that our Company has adopted a COVID‐19 vaccination policy to safeguard the health and well‐being of our employees. As a condition of employment, our employees working on‐site are required to be fully vaccinated for COVID‐19, unless a reasonable accommodation is approved or as otherwise required by law.

Executive Assistant

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JOB ID: EB-1271195618

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POSITION:

Executive Assistant to the Software team (primarily 2 Execs with light support to the other 3 team members)

HOURS:

Monday – Friday

8:30am – 5:00pm

ATTRACTIVE FACTORS:

  • Be a part of an exciting, team-oriented environment
  • Work alongside very bright, enthusiastic people who are passionate about what they do
  • Excellent work/life balance
  • Opportunity to interface/interact with high-profile, interesting clients
  • EA’s interests are recognized and the opportunity to take on exciting projects is available
  • Plan exciting, cool events
  • Casual environment
  • No micromanaging; EA is given the opportunity to take ownership of the role
  • Frequent Happy Hours, anniversary dinners, summer events such as go kart racing
  • Health, dental, and FSA benefits

KEY RESPONSIBILITIES:

  • Provide administrative support to the Software team
  • Heavy calendaring
  • Coordinate domestic/international travel on a monthly basis
  • Be an extension of the Partners; liaise with high-profile clients
  • Demonstrate superior attention to detail in all areas of responsibility

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 of the
  • 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
  • Understands the sensitivity of confidential information and documents
  • Handle sensitive situations with tact, diplomacy and good judgement
  • Able to anticipate needs and act upon requests independently
  • Bachelor’s degree
  • Must be calm under pressure
  • 3-5 years of EA experience as an executive assistant
  • Able to work well in fast-paced environment and stay calm under pressure
  • Finance experience is preferred
  • Hospitality and client services experience is plus!

 

Office Operations Assistant

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JOB ID: EB-9835857764

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POSITION

Office Operations Assistant (Contract)

HOURS

8am – 4:30pm

Monday – Friday (5 days in office)

OVERVIEW

The individual in this position is responsible for providing daily Receptionist Support, File Room Support and coverage in partnership with the West Coast Administrative Manager and assisting the West Coast Facilities Manager in all aspects of project implementation as needed. Responsible for completing a wide range of administrative and facilities tasks in a timely manner and with high-performance standards. Attention to detail, best practices, ability to multi-task, commercial excellence and consistency in delivery are musts.

ATTRACTIVE FACTORS (for permanent employees)

  • Work/life balance
  • Full kitchen: breakfast, lunch and dinner
  • Gym/wellness reimbursement ($750 annually)
  • Commuter benefits ($475 monthly)
  • Company outings (Giants games, happy hours, holiday parties)
  • Large, tight-knit admin team

KEY RESPONSIBILITIES

  • Open Reception & office, provide oversight of Reception activities, assist with complex requests in conference rooms and iOffice/Eptura.

  • Act as backup support and daily break coverage for Reception and File Room team.

  • Primary phone line coverage and knowledge of phone systems / switchboards.

  • Attend to visitors and greet guests, alerting the appropriate Assistant of their arrival.

  • Manage meeting requests in global conference room booking system, including video/audio teleconferencing meetings, meals and events.

  • Review all bookings for accuracy and completeness (i.e. number of guests, guest names, IT/Kitchen requirements, etc.); contact the appropriate Assistant for missing information.

  • Partner with Reception team to ensure appropriate day to day coverage.

  • Coordinate day to day facilities activities, daily service calls, preventative maintenance, and support systems.

  • Troubleshoot facilities maintenance, complaints and problems (e.g. air-conditioning, heating, electrical, mechanical and office appearance)

  • Liaison with Building management for in-house maintenance needs and garage access cards, handle insurance certificates and access for outside vendor deliveries and freight elevator reservations

  • Point of contact for vendors and building management relating to access, scheduling, walk-throughs, and retrieving information.

  • Confirm/monitor scope of vendor services for routine maintenance (carpets, glass cleaning, kitchen) to proactively identify areas of work and to endure contract standards are met.

  • Assist employees with facilities requests – desk, monitors, temperature, janitorial and technology.

  • Coordinate and prepare for internal employee office moves and new hires, including

  • interfacing with Manager(s) and IT, telephones, and office administration.
  • Maintain and update floor plans in iOffice/Eptura.

  • Coordinate and Assist on- and off-boarding tasks such as building badge access and coordinating with Business Manager(s) and IT for systems access and phone.

  • Assist with contract maintenance schedules for cleaning, updates, inspections, etc.; update and maintain preventative maintenance log and contact list.

  • Assist Office Operations Coordinator with office events and activities.

  • Other – prepare reports, presentations for management reporting as requested.

TOP KEYS FOR CLIENT

  • 1-3 years’ experience in a similar role; college degree preferred
  • Financial industry knowledge highly desirable
  • Excellent writing, editing, and verbal communication skills
  • Advanced computer skills using Microsoft Office Suite: Word, Excel, PowerPoint and Outlook; able to quickly and accurately produce/edit Excel spreadsheets and PowerPoint presentations. Knowledge of Concur Expense Solutions a plus
  • Excellent diplomatic skills; skilled at developing and maintaining personal, social, and business relationships representing the company in a professional manner
  • Highly developed planning and organizational skills; able to anticipate change, adjust responses accordingly, and initiate steps to maximize resources toward a common objective
  • Superior time management skills; critical thinker with strong attention to detail

Executive Assistant to CEO/Chairman

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JOB ID: EB-1996594617

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POSITION: 

Executive Assistant to CEO/Chairman

 

ATTRACTIVE FACTORS:  

  • Strong positive culture
  • Opportunity for long term partnership with executive
  • Well established firm with stability
  • Terrific room to grow long term with the firm
  • Team has very low turnover

 

KEY RESPONSIBILITIES: 

  • Provide advanced administrative support to CEO/Chairman
  • Manage executive’s workflow including mail, correspondence, and telephone calls, determining priorities, preparing responses, and/or referring appropriately
  • Manage executive’s calendar including making travel arrangements, both domestic and international
  • Plan and organize meetings and events, prepare agendas, and coordinate logistics.
  • Compile data and prepare reports, presentations or recommendations
  • Coordinate projects to support executive’s activities
  • Provide personal support (25-30% of the role)
  • Maintain contact management or other databases
  • Handle details of a highly confidential and critical nature
  • Coordinate activities between departments and outside parties ensuring courtesy, professionalism and responsiveness
  • Anticipate and respond to customer needs with professionalism, courtesy, and sensitivity
  • Prepare complete and accurate expense reports in a timely manner

 

TOP KEYS FOR CLIENT: 

  • Knowledge of real estate or finance industry highly desirable
  • Minimum of 7 years of experience providing administrative support with at least three years providing support at the executive level.
  • Thorough knowledge of administrative office procedures and practices as evidenced by 7 years of experience in a related function.
  • Intermediate to Advanced proficiency with MS Office applications including Word, Excel, Outlook and PowerPoint.
  • Communicate effectively both orally and in writing.
  • Plan and prioritize work activities effectively.
  • Accuracy and thoroughness in work.
  • Commitment to excellence in delivering products and services.
  • Hold self and others accountable in meeting deadlines and commitments.
  • Adapt quickly and effectively to changing and ambiguous circumstances.
  • Maintain a high degree of confidentiality and professionalism in all aspects of the job, including displaying courtesy and sensitivity in all contacts and managing difficult client situations effectively.

 

Administrative Assistant

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JOB ID: EB-2107353983

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POSITION

Administrative Assistant

 

LOCATION

San Francisco, Jackson Square

3 days (Monday, Tuesday & Thursday) in-office with flexibility as needed (parking covered by firm)

 

COMPENSATION

DOE + full medical, dental, vision + additional benefits + annual bonus

 

ATTRACTIVE FACTORS

Hybrid schedule with flexibility
Be a part of a new, booming venture capital firm
Take on a myriad of special projects, not a typical admin role
Exposure to some of the brightest minds in Silicon Valley

 

KEY RESPONSIBILITIES

Prioritize needs, handle matters expeditiously, proactively, and follow through to successful completion.
Assist with creation and modification of presentations, spreadsheets, charts, and other documents.
Occasionally assist with personal projects task as they arise
Serve as a liaison between the SF office and Building Management
Scheduling/calendar management (Microsoft Suite preferred) and general support for Partners – anticipating needs and supporting with general meeting prep, daily schedule maintenance
Domestic/international travel arrangements
Demonstrate superior attention to detail in all areas of responsibility
Manage office visitors and greet them upon arrival
Provide meeting support: jump in to help troubleshoot zoom issues, manage conference room calendars
Ad hoc project and event support
Manage office supplies inventory and place orders as necessary
Stock, maintain and order all food and beverages for the office
Lead the meal delivery / catering program
Develop office policies and procedures, and ensure they are implemented appropriately
Identify opportunities for process and office management improvements, and design and implement new systems: think outside the box and set the standard for expansive thinking
Support the venture investor with any administrative / office requests

 

THIS POSITION IS FOR YOU IF YOU:

Are results and solution driven
Identify as a perfectionist and high-achiever; you are extremely detail-oriented
Like a fast-paced position and have no problem working under minimal direction
Are entrepreneurial and interested in venture capital
Are pleasant and positive
Have a sense of humor!

 

Executive Assistant

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JOB ID : EB-1557266664

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ATTRACTIVE FACTORS: 

  • #1 diverse team in VC space
  • Women led
  • Mission driven
  • Unlimited PTO
  • 401K profit sharing
  • M/D/V coverage for employee and dependents
  • Daily catered lunch
  • Work from home Mondays and Fridays

KEY RESPONSIBILITIES: 

  • Provide high-level administrative support to the Partners and CFO, including managing calendars, scheduling meetings, and support services such as events with portfolio companies, LP investors, quarterly team building, offsites, conference calls, video meetings, dinner, and lunch reservations.
  • Coordinate and schedule business travel including flights, hotels/accommodations, meals, itineraries, etc.
  • Assist in-office events by working collaboratively with team members and vendors to ensure the success of events.
  • Reconcile monthly expense reports for Partners and CFO (e.g., receipt collection, etc.)
  • Cloud-based file organization – Box.com (e.g., saving down portfolio company financials, investor updates, etc.) for the Investment Team
  • Support special projects as needed.

TOP KEYS FOR CLIENT: 

  • Minimum of 5-7 years of experience in an office administrative support role (e.g., Administrative/Personal Assistant, Executive Assistant)
  • C-Level support experience preferred but not required.
  • Highly organized with good time management skills and meticulous attention to detail.
  • Maintain confidentiality of highly sensitive information.
  • Strong project management skills.
  • Prioritization skills to manage multiple projects and plan individual work assignments accordingly.
  • Strong problem solver ‐ able to anticipate issues before they arise and proactively find/recommend solutions.
  • Technology‐savvy: a solid understanding of and natural curiosity about how technology can be used effectively to improve operational efficiency.
  • Proficiency and ability to regularly use Microsoft Office, Google Suite, Box.com, Expensify, Lastpass, etc. (strong emphasis on Excel and Word)
  • Certified Notary Public a plus.

About the company

  • Strong Relationships are at the Core of our Work
  • Work in Service of our Founders
  • Be Direct but Empathetic
  • Express Gratitude Daily
  • Embrace Humility
  • Act Quickly
  • Never Stop Learning

Executive Assistant

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JOB ID: EB-5572477119

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POSITION

Executive Assistant (they call it Partner Operations Manager)

 

THE OPPORTUNITY

We are looking for an Executive Assistant to support 2 Partners. A great EA extends beyond administrative support to act as a force multiplier able to anticipate needs, intuit the dynamics of the team, and step into and out of workflows across the firm. Qualities of this role include being a team player with a high EQ who knows how to get things done.

 

We believe the strength of our team comes from diverse backgrounds and experiences. This is a great opportunity if you’re fascinated by technology and how today’s entrepreneurs are shaping the future. You don’t necessarily need deep knowledge of the venture capital industry, but you should be excited about the field and eager to learn the business quickly.

 

ATTRACTIVE FACTORS

  • Positive culture and office environment
  • Marketing and Media exposure to the newest trends and current events
  • Organization growing to play a role on a global scale
  • Beautiful office with a rooftop
  • Opportunity to work on projects big and small
  • Opportunity to work in a dynamic and forward-thinking environment.
  • Diverse team with backgrounds and experiences shaping the future of technology.
  • Exciting chance to be part of the venture capital industry, with a willingness to support learning and quick adaptation.
  • Involvement in special projects, firm initiatives, and events, fostering a collaborative and engaging work environment.
  • Emphasis on positivity, emotional intelligence, and a growth mindset.
  • Focus on excellence above all, with opportunities to take ownership and achieve goals.
  • Hybrid work environment with flexibility.
  • Opportunity for professional growth and development.
  • Additional benefits include a 4% match, 401k profit share (7% every year), and a small carry bonus for the Partner Operations Manager.

 

KEY RESPONSIBILITIES

  • Actively manage and optimize overall complex calendars, meetings, projects, and events ensuring the best service and experience for all constituents
  • Proactive high touch responsiveness and organization of all communication and contact managementTrack new investment opportunities with heavy CRM use (Salesforce)
  • Compile and edit research-based briefing materials when needed for meetings (e.g. identify goals and talking points, provide background on attendees and existing business relationship, summarize opportunities, etc.)
  • Handle sensitive/confidential information and operate with a high degree of discretion at all times
  • Contribute as a team player for special projects, firm initiatives, and events including being a POM back-up as needed

TOP KEYS FOR CLIENT

  • Bachelor’s degree with 5+ years of experience partnering with executives with heavy calendars
  • Overall strong growth mindset, including embracing challenges, persisting in the face of setbacks, thriving from learning and adapting rapidly, and finding lessons and inspiration in the success of others
  • Calm under pressure at all times
  • Strong interpersonal skills / EQ with the ability to manage up, down and laterally and collaborate and build relationships across the business
  • Goal oriented with strong ownership mentality
  • Experience working as part of a small, fast-paced team, at a VC or fast-growing tech company strongly preferred
  • Experience strategizing, planning, and executing projects
  • Willingness to be responsive after-hours and on weekends for urgent business needs