November 11, 2022
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Be an Integral part of a Bright Team!

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POSITION:

Executive Assistant to 3 Partners

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 3 partners
  • 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

JOB ID: GISB202210

November 10, 2022
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Exciting Senior Executive Assistant Role!

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POSITION

Sr. Executive Assistant

ATTRACTIVE FACTORS

  • Support incredibly smart and kind executives
  • Positive culture and office environment
  • Opportunity to work with exceptional leaders
  • Ability to work alongside a passionate, motivated, and smart team
  • Beautiful office close to Bart
  • Opportunity to work on projects big and small
  • Unique role – not a traditional EA role, no two days are the same

KEY RESPONSIBILITIES

  • Executive Support
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures and develops strategies that plan for quick pivots and mitigate bottlenecks
  • Board Support and Liaison
  • Senior Management Liaison
  • Participates as an adjunct member of senior leadership
  • Communications, Partnerships, and Outreach
  • Oversee communications on behalf of the CEO with board members, org staff, and others on matters related to CEO’s day, weekly, and monthly schedules
  • Strategic Initiatives
  • Works with team in coordinating the CEO outreach activities
  • Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships

 

JOB ID:GISB2022X807

November 10, 2022
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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

October 7, 2022
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Make an Impact!

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POSITION: 

Executive Assistant  

Hybrid; in office 3 days a week maximum 

ATTRACTIVE FACTORS: 

  • Be a part of an exciting, team-oriented environment 
  • 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 investment team (1 in NY, 2 in SF) – anticipating needs and supporting with general meeting prep, daily schedule maintenance, travel arrangements, client management and other company logisitcs 
  • Domestic/international travel arrangements 
  • Support with expense management and reporting 
  • Be an extension of the Investment team; liaise with high-profile clients and external partners 
  • Demonstrate superior attention to detail in all areas of responsibility 
  • Share responsibility with our existing Executive Assistants to manage office: visitors tracking, logging details into building’s management tool, greeting and seating guests 
  • Provide meeting support: jump in to help troubleshoot technical issues, manage conference room calendars and appearance 
  • Interact with Property Management and keep team updated on relevant news and developments 
  • Event planning and logistics coordination 
  • Ad hoc project management, including office move support 
  • 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 on a tight-knit team passionate team 
  • Understands 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, ability to plan ahead for all possible scenarios  

JOB ID:GISVV1

July 28, 2022
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Phenomenal Executive Assistant Role!

By |

Position

EA to CEO

Attractive Factors

  • Join a Series C startup quickly heading towards IPO
  • Receive significant equity in the company
  • Collaborative, supportive, and diverse/international company

Key Responsibilities

  • Expertly own and manage the CEO’s schedule, strategically aligning time with priorities. Respectfully adjust to frequent changes within a dynamic, fast-paced work environment with a flexible, adaptive mindset. Partner with the CEO to understand his priorities.
  • Develop a deep understanding of what is critical to the business to allow you to make the appropriate decisions for calendar management and proactively look for ways to improve processes to create efficiency. Act as a force multiplier and thought partner to the CEO, brainstorming and recommending solutions before they are requested.
  • Schedule with internal and external stakeholders including the executive team, board and investors, serving as a gatekeeper for inbound requests. This will require constant interfacing with the executive team, board and investors around mutual needs.
  • Plan and manage special projects such as executive off-sites, leadership team retreats, board and investor meetings, other meetings and events as needed. Assist CEO with identifying objectives and building agendas, coordinating logistics, creating meeting materials, and executing meetings and events.
  • Support CEO around domestic and international travel and finance. Plan travel itineraries and monitor travel to trouble-shoot changes in flights, meeting schedules, ground transportation, etc.
  • Maintain complete confidentiality on all sensitive business and personal matters with tact and professionalism.
  • Ad hoc projects, tasks, research and requests as needed.

Requirements

  • 3-5+ years previous experience and a passion for supporting a C-level executive in a high growth, fast-paced tech environment.
  • High sense of urgency with an innate drive to respond and take action quickly.
  • Ability to make good decisions in a fast-paced environment with changing priorities.
  • Comfortable managing up, holding executives accountable, and being persistent where needed to get the job done.
  • A service-oriented mindset, including anticipating all needs and last-minute scheduling changes.
  • Approachable, friendly demeanor in dealing with executives, customers, and employees. Excels at developing relationships and working with a variety of personalities.
  • Highly detail-oriented multitasker with superb organization skills.
  • Exceptional written and verbal communication skills.
  • Highly proficient with Macs, Slack, Zoom, and Google’s suite of business programs (Calendar, Mail, Drive, Docs and Sheets).
  • High level of integrity and discretion in handling confidential information.

JOB ID: GIS2022G8

July 28, 2022
0

Join a Supportive and Upbeat Team!

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POSITION:

Executive Assistant

ATTRACTIVE FACTORS:

  • Fun, close-knit team
  • Beautiful, modern office – roof top deck!
  • 100% covered health and dental
  • Bonus
  • Daily catered lunch
  • Company paid cell phone
  • Dog friendly office – they have an office puppy!

KEY RESPONSIBILITIES:

  • Heavy calendar and schedule management
  • Coordinate quarterly Board of Directors meetings for all companies in the Partners’ portfolios; establish and maintain excellent working relationships with Board Members and their support staff
  • Liaise with travel agents and charter services to arrange all travel (domestic and international; private and commercial)
  • Monitor e-mail for high priority and time-sensitive matters
  • Track all communication with prospective and current portfolio companies in firm-wide CRM
  • Prepare monthly expense reports in an accurate and timely manner
  • Submit portfolio chargebacks for travel expenses to and from quarterly board meetings
  • Execute signature pages of documents for review and approval as needed
  • Assist the finance team in obtaining Board of Directors presentation decks for internal records
  • Coordinate orders and pickups for lunch (and occasionally breakfast) when the Partners are in the office
  • Contribute to the overall success and operations of the office and team, including but not limited to: providing back-up support to other EAs, assisting with firm events, taking a shift at the front desk, etc.
  • Collaborate with other members of the administrative team regularly

TOP KEYS FOR CLIENT:

  • Strong organizational skills and superior attention to detail
  • Demonstrates ability to anticipate needs and issues before they arise, proactively identify solutions and work independently and collaboratively to problem-solve conflicts
  • Possesses poise under pressure; maintains composure in a fast-paced environment
  • Exceptional interpersonal skills and the ability to build relationships with staff and board members
  • Strong problem-solving and decision-making capability
  • Highly resourceful team-player, who is equally effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of professionalism in all situations
  • Willingness to assume additional responsibility and learn new skills

Minimum Qualifications 

  • 5+ years previous administrative experience with 3+ years’ experience supporting Executive level required
  • Thorough knowledge of word-processing, centralized file server and standard office equipment required
  • Advanced skills with MS Word, Excel, and PowerPoint preferred
  • Bachelor’s Degree or higher required

JOB ID: GIS2022G13

July 28, 2022
0

Dynamic and Exciting Opportunity!

By |

POSITION

Executive Assistant

ATTRACTIVE FACTORS

  • Global firm with great culture and portfolio
  • Fabulous team with open communication
  • Company parties and events
  • Flexible culture (work/life balance)
  • Opportunity to learn, great exposure to marketing and investor relations

KEY RESPONSIBILITIES

  • Manage Partner’s time “end to end” thinking holistically about everything needed to accomplish in both professional and personal life
  • Manage calendar
  • Juggle personal, professional, social, and family commitments
  • Schedule board meetings, arrange travel including personal travel
  • Project manage all the things that need doing; making sure that things get done
  • Manage and process email, including screening emails, categorizing incoming emails, preparing responses where possible on Partner’s behalf
  • Track next steps/follow up from every meeting (during the day) without attending the meetings
  • Track tasks that Partner is responsible for and/or has assigned to others
  • Create systems and processes for Partner and their team
  • Organize small group events, such as annual holiday party, summer party, CEO/entrepreneur dinners, etc.
  • Own execution end-to-end – managing invites, handling event logistics (including onsite where required), managing post-event follow-up

 

TOP KEYS FOR THE CLIENT

  • Ability to be thoughtful about the Partner as a person – put yourself in their shoes and figure out what they would do/want/need in each situation
  • 5+ years of experience supporting at the executive level
  • Well organized, dedicated, reliable, and flexible
  • A self-starter capable of multi-tasking and prioritizing
  • Hyper organized, extremely detail oriented and capable of working in a fluid environment with ever changing priorities.
  • Excellent calendar management skills with significant experience scheduling meetings and appointments
  • Ability to take initiative in completing assigned work and projects
  • Extensive experience arranging travel and tracking expenses / reimbursements
  • Broad written / verbal communication skills
  • Strong knowledge of MS Office and GSuite
  • Exceptional telephone etiquette and technology adoption and utilization
  • 24/7 mentality with constant communication via email and text, and at times last minute changes in calendar/priorities
  • Bachelor’s Degree or equivalent experience
  • Analytical and insightful, with the ability to anticipate needs in advance
  • Quick learner
  • Works well with numerous personality types
  • Extremely detail oriented and hyper organized
  • Able to communicate effectively inside and outside of an organization
  • Not afraid of conflict or taking initiative
  • Professional but adaptable personality
  • Able to handle a large job with calm, poise and grace under pressure

ABOUT THE ROLE

Our client seeks an Executive Assistant to join its team. As an executive assistant in a venture capital firm, the nature of the work is confidential, complex and demanding. The workload tends to have spikes to it, requiring bursts of speed to keep up with priority needs, as well as the ability to maintain an even temperament and high quality of work despite any increase in pressure. It also requires the ability to work well in an environment that stresses team play as an important element in balancing the firm’s workload. This position supports a Partner and the role is located in San Francisco. The ideal candidate will be experienced in handling a wide range of high level administrative related duties and assisting executives with personal and business matters, as requested, all with calm, professionalism, and a passion for the work.

JOB ID: GIS2022G12

June 17, 2022
0

Be Excited to Come to Work!

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POSITION:

Executive Assistant

ATTRACTIVE FACTORS:

  • Office is based in SF’s Union Square
  • Firm is the best of the best in the space, well respected in the industry
  • Work on interesting projects
  • Be trusted and have autonomy in your work
  • Tight-knit environment with a strong team culture and emphasis on cross collaboration
  • Co-founders of the firm are complementary and down to earth
  • Gain exposure to the venture capital/hedge fund industry
  • Unlimited PTO
  • Generous benefits: 100% Covered Medical, Dental, Vision Insurance & Life Insurance
  • Firm will reimburse transportation to work (Uber within city or parking spot near office)
  • Catered lunch daily + fully stocked kitchen
  • Work/life balance
  • Be rewarded for your contributions
  • Join a team that comes to work excited every day!

KEY RESPONSIBILITIES:

  • Play the role of gatekeeper for the executive — fielding calls, first communication stop, managing diary
  • High degree of professionalism and exercising strong judgment and discretion with confidential information
  • Communicate with both internal and external parties with a high level of professionalism and diplomacy
  • Strategic and proactive management of complex and varying day-to-day schedules, using Google Calendar
  • Heavy travel coordination — air, ground, hotel and all accommodations
  • Working cross-functionally and with other executive assistants
  • Performing an extensive array of core administrative tasks (e.g., preparing meeting materials, contributing to our internal database, chasing down signatures) and ad hoc special projects
  • Planning and executing both internal and external meetings and events
  • Helping provide candidates interviewing for roles with a smooth interview experience

TOP KEYS FOR CLIENT:

  • Bachelor’s degree and relevant work experience — ideally direct executive admin support with experience supporting multiple leaders
  • Evidence of grit: the ability to adapt and overcome in rapidly changing situations
  • Excellent written and oral communication; diplomatic and professional demeanor at all times
  • Fluent in Google office platforms and Microsoft Office, with a proven ability to manage time efficiently and prioritize multiple stakeholders, functions, and tasks
  • High levels of integrity and discretion
  • Exceptional team player; people-oriented
  • Extreme open-mindedness
  • Great listening skills
  • Clear and concise communication, in both 1:1 and public settings
  • Precise attention to detail
  • Empathy toward the concerns of others, both within and outside Paradigm
  • Adaptability in rapidly changing circumstances
  • Highly curious; fast learner
  • Interest in frontier technologies and crypto markets

JOB ID: GIS2022VW

June 17, 2022
1

Unique and Exciting Leadership Opportunity

By |

Position:

Executive Assistant

Schedule:

Flexible hybrid, must be based in Bay Area

Attractive Factors:

  • Flexible remote working and PTO
  • Medical, dental and vision (99% covered for employee and dependents)
  • FSA, HSA, Life Insurance and Disability Insurance available free of charge
  • 401K match (100% of first 3%, total of 4.5%)
  • Free lunch and snacks in office
  • Gym in building with complimentary fitness classes + yoga classes
  • Employee education programs. (tax and financial management workshops, continuing education stipend)
  • Commuter benefits
  • $100/mo stipend for phone and internet
  • $500 stipend for office equipment
  • Growth minded company culture and motivated, tight-knit team!

Key Responsibilities:

  • Heavy and complex calendar management to ensure that CEO’s time is effectively managed
  • Coordinate high volume of domestic and international travel arrangements while using independent judgment on priorities
  • Interface with the CEO’s contacts on her behalf, including investors, board members, senior executives, and employees at all levels of the organization
  • Assist CEO with high-level personal tasks such as filling prescriptions, coordinating events, and booking travel arrangements (including pet travel accommodations)
  • Lead and manage special projects on behalf of the CEO as they arise
  • Provide input and suggestions for continuous improvements in processes, culture, client experience, and other areas
  • Inform CEO of any pending problems, issues or concerns and proactively resolve or recommend solutions
  • Ensure CEO is prepared for all meetings and events, and assist with preparation of presentation materials in a logical organized way; keep CEO on track on a daily basis
  • Find new and efficient ways to create and maintain systems and processes to help maximize CEO’s time
  • Act as leader, role model and mentor to other administrative professionals
  • Support internal and external event-related activities as needed, including researching venues, organizing catering, managing invite lists, and other related items.
  • Adhere to all related regulatory and privacy requirements
  • Perform other duties & responsibilities as required or assigned

Top Keys for Client:

  • 5+ years of Executive Assistant experience supporting C-Level Executives
  • Bachelor’s Degree strongly preferred
  • Experience interacting with high-level Executives and diverse individuals
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Excellent organizational and critical thinking skills with strong attention to detail and the ability to address multiple priorities and deadlines
  • Excellent intuition and judgment as you are an extension of the CEO
  • Excellent communication skills and comfort drafting emails, talking points for speeches, etc.
  • Superior working knowledge of the G-suite and Microsoft Office suite of products with an advanced understanding of Word, PowerPoint, and Outlook
  • Ability to discern between information to determine underlying issues, urgency of requests and impact of information provided
  • Willingness to learn new things and ability to grasp new concepts quickly
  • Must possess the ability to demonstrate a high level of professionalism and confidentiality.
  • Extremely flexible and enthusiastic about change. Positive attitude and ability to maintain composure under stress.
  • Excellent time management skills
  • Flexibility in a fast-paced, ever-changing environment
  • Excellent judgment and tact when dealing with sensitive issues/situations and the ability to maintain confidentiality

JOB ID: GIS2022L1