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Executive Assistant

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Job ID: EB-1772032480

Send your resume to info@inserachsf.com with the job ID

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
  • Gorgeous offices with beautiful views of the Golden Gate Bridge, Palace of Fine Arts, etc.

 

KEY RESPONSIBILITIES

  • Manage and maintain executives’ schedules, appointments, and travel arrangements.
  • Coordinating communication and acting as the trusted liaison between internal and external contacts.
  • Collaborate with the greater administrative team to support firm-wide initiatives and contribute to special projects, ensuring cohesion and excellence in all aspects of administrative functions.
  • Maintaining contact lists, mailing lists, and related information.
  • Coordinating the preparation of presentations as needed on Google Slides.
  • Managing the execution of special projects and other administrative tasks.
  • Researching and booking travel arrangements (both domestic and international). This also includes monitoring travel arrangements should any changes arise.
  • Collaborate with the compliance team to maintain records, ensuring the firm adheres to industry regulations and internal policies.
  • Process expense reports in a timely manner using Concur.

TOP KEYS FOR CLIENT

  • College degree required
  • Minimum of two years experience with measurable success
  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • 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
  • Excellent organizational skills, high attention to detail, and follow-through
  • Trustworthy with impeccable professional ethics and the highest moral standards
  • Ability to meet multiple deadlines and prioritize accordingly

EA & Marketing Assistant to CEO

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Job ID : EB-6149568314

Send your resume to info@insearchsf.com with the job ID

 

Attractive Factors:

  • Opportunity to own marketing efforts
  • Exposure to high-end interior design and clientele
  • True partnership with Executive
  • Opportunity to join a growing, energetic team
  • Work-life balance
  • Travel

 Company Summary

A prestigious Interior Design Firm is seeking a sharp and experienced Executive Assistant to join their team. In this in-office role, you will serve as a crucial assistant to the Principal on matters both executive and personal. The ideal candidate will be a self-driven professional and intuitive communicator with a passion for design, public relations and marketing. In addition to supporting the Principal, you will work with Leadership and our PR firm to assist with media relations. You will be responsible for confidential and time sensitive information. The ideal candidate is familiar with interior design practices and procedures and will have experience working in marketing and PR. Excellent verbal and written communication skills are required to ensure that all duties are completed accurately and delivered with the highest quality in a timely manner. Rely on experience and judgment to plan and accomplish goals. A wide degree of creativity and latitude is expected.

 

Key Responsibilities:

Executive Assistant:

  • Oversee and manage Principal’s calendars, appointments and scheduling
  • Monitor Principal’s correspondence for urgent and timely requests
  • Respond to emails on behalf of Principal when necessary
  • Handle sensitive information in a confidential manner
  • Review, flag and file Principal’s email correspondence
  • Prepare office for Principal & CEO when working in-studio
  • Answer and screen incoming phone calls, track messages
  • Maintain polite and professional communication via phone, e-mail and mail
  • Coordinate with vendors and contractors within and outside of the organization
  • Assist in the preparation of regularly scheduled reports, agendas and meeting notes
  • Prioritize and gatekeep to efficiently manage Principal’s time, while maintaining deadlines and harmony across various teams
  • Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
  • Coordinate travel, car service, hotels, etc. for Principal and Executives where necessary
  • Travel with/without Principal when necessary for events and meetings
  • Contribute to team effort by accomplishing related results as needed
  • Order and coordinate daily lunches for Principal & CEO when working in-studio
  • Open, organize and distribute Principal & CEO’s mail and packages
  • Send thank you notes on behalf of Principal when necessary
  • Manage Principal’s digital contact list
  • Record and enter Principal’s timesheet daily
  • Run day-to-day errands for Executives
  • Carry out personal tasks as needed

 

Marketing:

  • Point of contact for PR Firm and marketing coordination
  • Manage Internal Press archives (hard and digital copy)
  • Manage and follow up with PR Firm for: media placements, editorial submissions, award submissions and pitches
  • Establish and execute collaborative PR initiatives and marketing plans
  • Target, organize and prepare speaking engagements for Principal, CEO and Directors
  • Plan and coordinate events to maintain industry presence
  • Schedule market and trade show press appointments
  • Build relations with journalists, editors, influencers and bloggers
  • Establish and facilitate social media strategy
  • Monitor project calendars to align with media relation events, photoshoots, and tasks
  • Correspond and coordinate logistics with clients, architects and photographers
  • Prepare accessories, coordinate items and assist with styling shoots
  • Review images for necessary edits and image maintenance of final files
  • Compose project briefs, descriptions and media request responses for Firm and Principal
  • Edit in-house materials such as: web description, portfolio captions, etc.
  • Update staff bios

 

Top Keys for Client:

  • Keen analytic and problem-solving skills that support and enable sound decision-making
  • Intuitive and self-driven with the ability to manage multiple projects at once
  • Excellent listening, written and verbal communication skills. The “soft skills” of collaborating, facilitating, and communicating across teams
  • Ability to build successful relationships at all levels, internally and externally
  • Proficient in Zoom, Microsoft Word, Microsoft Excel and Microsoft Outlook
  • Ability to pick up new programs quickly and independently
  • Ability to work in a multicultural environment with a diverse staff and clientele
  • Good people skills; relate well on phone and in person; demonstrate patience and kindness in

all interactions with clients, colleagues and agency leaders

  • Team player who is flexible and adaptable to changing needs
  • Ability to work outside typical hours on occasion
  • Ability to travel on occasion
  • Accuracy and sharp attention to detail
  • Personal qualities of integrity, credibility, sense of humor
  • Bachelor’s Degree (not essential)
  • Minimum of 5 years of experience in an Executive Assistant position and PR/Marketing experience

Administrative Assistant

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Job Id:EB-7447178832

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POSITION:

Administrative Assistant

HOURS:

Monday through Friday

8:30am-5:30pm

ATTRACTIVE FACTORS:

  • Business casual/professional
  • 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
  • Be a culture creator!
  • Opportunity to interface/interact with high-profile, interesting clients
  • Plan exciting, cool events
  • Frequent Happy Hours, anniversary dinners, summer events such as go kart racing
  • Bi-monthly get togethers
  • Unlimited snacks and kitchen
  • Catered lunches

KEY RESPONSIBILITIES:

  • Attend to guests
  • Cover the main line
  • Secondary coverage for a set of EAs
  • General office support (ensure supplies are in stock, maintain phone list, collect mail)
  • General kitchen management (work with food vendors)
  • Operations team support (travel and expenses for operations team – very light volume)
  • Analyst support (primarily expenses with some travel review)
  • Liaise between vendors
  • All hands-on deck culture

Executive Assistant

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Job Id: EB-1322652175
Send your resume to info@insearch.com with the job ID

KEY RESPONSIBILITIES
Organize weekly departmental meetings, including preparation of materials
Utilize CRM database to assist with various prospective and existing investor related tasks, such as maintaining fund pipelines, email outreach, meeting notes, etc.
Assemble materials for investor meetings
Maintain calendar, schedule meetings and calls
Process expense reports
General administrative duties, such as sorting mail, copying, scanning, filing, investor mailings, etc.
Act as departmental point person on firm-wide administrative projects

TOP KEYS FOR CLIENTS
5+ years of administrative experience, investment or finance experience preferred
Event planning experience
Strong written and verbal communication skills
Excellent organizational skills
Ability to work both independently and as part of a team
Proven time-management skills, with the ability to prioritize tasks — Professional attitude and appearance
Customer service oriented
Proficiency in Microsoft Office Suite

ATTRACTIVE FACTORS
Work/life balance – HYBRID M/T/Th
Free lunches
Gym onsite
Commuter benefits
Fully covered medical/dental/vision
Company outings (Giants Games, Happy Hours, Holiday parties)
Large, tight-knit admin team

Sr. Executive Assistant to Deal Team

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Job Id:EB-2171688305
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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 complex, high-volume, and both internally and externally focused calendars and travel schedules
Seamlessly coordinate both domestic and international travel with firm travel partner, often on short notice and at times outside of standard business hours
Manage data entry and tracking in Salesforce, including logging of prospect and portfolio interactions and tracking action items
Take care to build rapport across the Growth team and work collaboratively with other colleagues across the firm
Create and implement systems to elevate efficiency and effectiveness of administrative processes
Manage and process monthly expense reports for three executives
Timely responsiveness outside of “regular” business hours

Qualifications:
3+ years of experience in an executive admin support role
Experience with multi-support role strongly preferred
1+ years of experience working in Private Equity, Investment Banking and/or Consulting
environments preferred but not required
Desire to learn and work as a team player in an entrepreneurial, high-pressure, dynamic
environment
Superior communication skills, unquestioned integrity, and the experience, confidence, and
presence to work with all levels of the firm including external counterparts
Highly motivated, self-driven, 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 preferred, experience with Salesforce ideal but not required

Executive Assistant to Partner

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Job ID:EB-6399945246
Send your resume to info@insearchsf.com with the job ID

Atractive Factors:
· Fun/collaborative team
· Focus on writing and communications
· 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 complex, high-volume email inbox, including responding as executive
· Proactively coordinate executive’s communication, working alongside investment team members,
utilizing marketing schedule and planned outreach
· Manage data entry, tracking and coordination for a variety of initiatives, including contact
management in both Outlook and Salesforce, logging of prospect and portfolio interactions,
tracking action items
· Logistical organization for mass outreach efforts, including marketing sends, holiday gift/card
campaigns, etc.
· Management of dynamic calendar and travel as needed/backup
· Create and implement systems to elevate efficiency and effectiveness of administrative processes
· Assist with planning and executing internal and external events of varying scales and themes
· Timely responsiveness outside of “regular” business hours

Qualifications:
· 5+ years of experience in an executive support role
· Experience with inbox management required
· Experience with multi-support role preferred
· 1+ years of experience working in Private Equity, Investment Banking and/or Consulting
environments strongly preferred but not required
· Desire to learn and work as a team player in an entrepreneurial, high-pressure, dynamic
environment
· Superior communication skills, unquestioned integrity, and the experience, confidence, and
presence to work with all levels of the firm including external counterparts
· Highly motivated, self-driven, 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 required, experience with Salesforce and Monday.com
ideal but not required