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Executive Assistant to Founder & CEO

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JOB ID: EB-6757698751

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ADDRESS

Sacramento Street

San Francisco

 

POSITION

Executive Assistant to Founder & CEO

 

ATTRACTIVE FACTORS

  • Be a part of an exciting, creative and team-oriented environment
  • Work alongside very bright, enthusiastic people who are passionate about what they do
  • Opportunity to interface/interact with high-profile and interesting individuals
  • Option to attend interesting industry events
  • Medical insurance/PPO Plan (some coverage paid), 401k plan (employee contribution), PTO- paid time off

KEY RESPONSIBILITIES

We are seeking an exceptional Executive Assistant to support our Founder & CEO with day-to-day executive level operations including calendar management, client meeting preparation, systems administration, and special projects. This is a fast-paced position that requires excellent communication skills, accurate attention to detail, strong organizational skills, and a high level of confidentiality.

In this role, you will serve as a trusted business partner who can master high volume logistics, enjoy keeping multiple things moving at once, and create order with a calm head and a positive attitude.

  • Daily monitoring of the CEO’s inbox, managing draft email correspondence, and responding on behalf of the CEO
  • Strategically and efficiently communicate email and phone correspondence to the CEO with a sense of urgency, via the company’s preferred voice memo application
  • Manage and coordinate all professional and personal appointments, proactively scheduling meetings while maintaining strict calendar integrity and optimizing time management
  • Act as a fast and dependable conduit between the CEO, staff, clients, vendors, and contacts Serve as an all-around gatekeeper to the CEO’s time with respect to priorities, goals, and objectives
  • Manage travel, including the creation of detailed itineraries and all travel related logistics Manage medical bill payments, invoice tracking and reimbursements
  • Monitor and distribute office mail and package deliveries
  • Complete errands as needed
  • Proactively coordinate team members, clients, and vendors for meetings, tasks, and deadlines
  • Prepare and maintain various reports, documents, and files for internal and external audiences with attention to accuracy and detail
  • Work closely with the Business Development, Marketing, and Accounting teams to manage tracking documents & communication, as well as coordinate initiatives
  • Work cross-functionally to maintain the organization’s calendar with upcoming installations, events, presentations, and holidays

 

TOP KEYS FOR CLIENT

  • 5 to 7 years as an Executive Assistant
  • Bachelor’s Degree
  • 3 to 5 years of experience working in a fast-paced environment
  • Proficiency in Microsoft Office Suite, social media applications, and familiarity with project management software
  • Ability to solve minor technical issues and/or work with IT support
  • A strong work ethic, emotional intelligence, patience, and a positive attitude
  • Excellent verbal and written communication
  • Superior organizational skills, proactivity, integrity, confidentiality, and follow-through on tasks
  • Ability to prioritize timely responsiveness with flexibility outside of regular business hours
  • Attention to detail, ability to learn quickly, strong initiative, and a passion for managing many moving pieces in a fast-paced environment
  • An interest in interior design and adjacent industries
  • A passion for helping and supporting others
  • Familiarity with managing social media accounts; Instagram, Facebook, LinkedIn

Executive Assistant

By

JOB ID: EB-1031385938

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ADDRESS

Ferry Building

San Francisco, CA

 

Monday-Friday

8:30AM to 5:30PM

POSITION

Executive Assistant

ATTRACTIVE FACTORS

  • Be a part of an exciting, team-oriented environment
  • Work alongside very bright, enthusiastic people who are passionate about what they do
  • Opportunity to interface/interact with high-profile and interesting individuals
  • Very generous medical and benefits program
    • Medical/dental/vision covered 100% for employee and dependents
    • $11-13K health savings account from employer (refilled every quarter to ensure all out-of-pocket expenses are covered)
    • 401K matched 200% by firm
    • Parking/commuter benefits
    • Generous vacation & sick plan
  • Free lunch & snacks
  • Opportunity to work in clean tech
  • Opportunity for longevity within firm
  • GORGEOUS office in the Ferry Building
  • Very pleasant people to work with
  • Be a vital part of the org
  • Open to ideas and suggestions to improve processes

KEY RESPONSIBILITIES

Leading ClimateTech focused venture capital firm is seeking a full-time executive assistant for its office located in downtown San Francisco. We are currently a nine-person team within a larger Family Office environment with plans to expand. We are searching for an intelligent, energetic, dedicated team player who will fit with our fast-paced team of strong performers. This individual will be one of two assistants on our team. The ideal candidate exhibits an eagerness to learn, the ability to juggle priorities while maintaining accuracy, professionalism, and the utmost discretion.

  • Provide administrative support for Managing Director and Principals
  • Full calendar support (booking internal and external meetings,coordinating with entrepreneurs, other investors, and portfolio companies)
  • Bookingtravel(mainly domestic, a couple of times a month)
  • Monthly expense reporting
  • Provide physical set up, coordination and support for meetings hosted at our office (greeting all guests, setup and cleanup of conference rooms, providing beverages)
  • Proactively maintain internal information and data repositories, such as current list of portfolio company board meeting dates, current digital file structure, and people and company database
  • Provide support on various operational projects as needed, such as small and large event coordination, website updates, firm LinkedIn posts, and quarterly reporting
  • Relief coverage for receptionist (lunches, vacation/sick days) and willingness to coordinate with the other administrative staff when support is required
  • Assist with Monday through Thursday lunch setup and facilitate lunches for team when needed
  • Additional responsibilities as required

TOP KEYS FOR CLIENT

  • Minimum five years executive support experience
  • High level of integrity, ethics, and professionalism
  • A proactive problem solver with the willingness to learn and be open to feedback
  • Ability to work independently with little direction, handle multiple tasks, and prioritize to meet deadlines and complete projects
  • Ability to operate effectively in a fast-paced and multi-faceted environment, while maintaining discretion and confidentiality
  • Excellent organizational skills
  • Detail-oriented with excellent verbal and written communication skills
  • Team player – ability to work and coordinate with other team members and the other executive assistant to provide seamless support for our group
  • Ability to operate effectively in response to different management and working styles
  • Commitment to high quality, error-free work
  • Committed to excellent, proactive service to the team
  • Prior experience with Microsoft Suite and Outlook is a plus
  • Internal tools include: Slack, Teams, Expensify, Gatsby, Affinity, and Aumni

 

Executive Assistant

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JOB ID: EB-1719688355

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ADDRESS

4 Embarcadero Center

San Francisco

POSITION

Executive Assistant

HOURS:

Onsite in San Francisco 5 days a week

ATTRACTIVE FACTORS

  • Beautiful office located at Four Embarcadero Center
  • Work alongside very bright, enthusiastic people who are passionate about what they do
  • Discretionary bonus
  • Overtime
  • 401k match
  • Excellent medical, dental and vision benefits
  • In office coffee cart Monday morning
  • Firm wide lunches on Monday
  • On-site gym

KEY RESPONSIBILITIES

  • Direct Support to three Executive professionals, including a Managing Partner, a Managing Director, and the Head of Investor Relations (IR).
  • Proactive Calendar Management: day-to-day scheduling, resolving conflicts, rescheduling to accommodate ever-changing priorities, high volume of emails and scheduling tasks.
  • Will provide light personal assistant (PA) support as needed.
  • The head of IR is client-facing, often meeting with investors; this role includes greeting guests and creating a professional, welcoming environment.
  • Manage a high volume of responsibilities and prioritize time-sensitive tasks with limited supervision in a fast-paced working environment.
  • Maintain a discreet and professional manner while adhering to the Firm’s core values and principles.

TOP KEYS FOR CLIENT

  • Exceptional multitasking abilities and an excellent attention to detail with zero-defect output; strong organizational abilities with the capacity to manage multiple priorities and deadlines.
  • Superior communication skills, unquestioned integrity, and the experience, confidence, and presence to work with colleagues at all levels of the firm, including external counterparts.
  • A collaborative and flexible approach to work, with the ability to thrive in a fast-paced, dynamic environment.
  • Role requires humility, openness to learning, and a willingness to adapt to existing company culture.
  • Ideal candidate will be reliable, steady, and drama-free — able to come in, do the job, and avoid creating disruption.
  • Highly motivated, self-driven and solution oriented.
  • Strong emotional intelligence and ability to diplomatically navigate complex situations.
  • Positive attitude; no task too big or too small.
  • Assist with the daily operations of the office as needed.
  • Take on various projects outside the EA role as they arise.

Marketing and Operations Coordinator

By

JOB ID: EB-9801889248

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LOCATION:

Menlo Park, CA

(On Mondays)

The rest of the week would depend on meetings and events (SF or Menlo, must be flexible)

POSITION:

Marketing & Operations Coordinator

 

ATTRACTIVE FACTORS:

  • 100% medical, dental, vision for employees and dependents.
  • $2500 stipend to offset medical bills
  • Future – on demand workout trainer. Comes with Apple Watch.
  • Mental health benefits through Modern Health and Thrive subscription (created by Ariana Huffington)
  • W/L balance
  • 401(K) with up to 10% matching
  • Gorgeous offices in both Menlo Park and San Francisco
  • Amazing opportunity to work on high profile, curtting edge events from dinners to conference

RESPONSIBILITIES:

  • Work closely with our head of experience marketing to create a cohesive community brand experience, supporting the execution of events and merch.
  • Work closely with our head of content identity to execute our content campaign and bring fresh ideas and perspectives to our social media presence.
  • Help track and manage marketing team and operations activities.
  • Manage campaign calendars and liaise with internal stakeholders and external partners.
  • Help streamline workflows and identify operational improvements.
  • Provide calendar management and logistics support for the CFO/COO and marketing partner.

TOP KEYS FOR CLIENT:

  • Minimum of 2 years experience in marketing, operations, or a related field
  • Excellent written and verbal communications skills
  • Self-starter who is resilient through change, with a strong ability to context-shift, has an appetite learn, and deliver on projects
  • High EQ; able to influence and build trust
  • Demonstrated ability to manage multiple projects at once in ambiguity
  • Understanding of Salesforce and Splash a plus

Executive Assistant to CEO

By

Job ID: EB-1535772143

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ADDRESS:

Headquarters – Phelan Building

 

POSITION:

Senior Executive Assistant to CEO

HOURS:

Team works onsite Monday through Friday

ATTRACTIVE FACTORS:

  • Be a part of an exciting, team-oriented environment
  • CEO is warm with a sense of humor
  • Work alongside very bright, enthusiastic people who are passionate about what they do
  • Great Union Square office space with a gym onsite, Bart accessible

 

KEY RESPONSIBILITIES:

  • Act as the representative of the CEO to external and internal stakeholders, fostering a strong positive impression of the executive team
  • Act as an extension of the CEO, exercising discretion in filtering meetings and setting priorities on a daily basis. You’ll know his schedule and what he’s thinking better than he does and also lead special projects on an as needed basis.
  • Significantly reduce meeting and project overhead of the CEO by managing the calendar, protecting his time and setting priorities
  • Lead special operations and team projects as needed

 

TOP KEYS FOR CLIENT:

  • Previous/current experience working with VP or C-level executives at an early stage, fast growing startup
  • Calendaring and Empathy: You can effectively manage multiple calendars with myriad competing priorities and conflicts
  • Communication: You can clearly articulate what you’re thinking and feeling in writing and verbally
  • Organization: You naturally gravitate toward building systems that stand the test of time
  • Startup Ready: You have a reason to be here and can make sacrifices for something uncertain
  • Founder Juice: New ideas come from you, you build it yourself or annoy everyone until it’s done 😉
  • Has a technical background / education / experience with technical companies

Executive Assistant to CEO

By

JOB ID: EB-5991643927

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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.”