Executive Assistant (Temp to Perm)

Firm Overview

Hiring firm is a prominent venture capital firm that backs bold entrepreneurs building the future through technology. They invest in seed to venture to growth-stage technology companies, across AI, healthcare, consumer, crypto, enterprise, fintech, and games.

The Role

A prominent venture capital firm is looking for an Administrative Assistant to contribute to the growth of our firm. This is an opportunity to work alongside individuals who are driven by excellence and a passion for technology. The ideal candidate is a team player with exceptional communication skills, meticulous attention to detail, and creative problem-solving skills. This role supports multiple investment partners and requires the ability to manage competing responsibilities while prioritizing.

Daily responsibilities primarily include scheduling travel, meeting coordination, managing expenses, and assisting with event planning. We are looking for someone with strong experience working with cross-functional teams in fast-paced environments, and the ability to handle sensitive information with excellent judgment, diplomacy and discretion.

This is a 6-month contract engagement (with the possibility of converting to a permanent employee) and will be located in Menlo Park, CA or San Francisco, CA which require travel between both offices.

To join our team, you should be excited to:

· Build and cultivate long-term relationships.

· Operate with exceptional attention to detail. Anticipate potential changes or shifts in priorities amidst simultaneous demands for attention.

· Handle highly confidential information and documents with discretion and confidentiality.

· Manage and maintain multiple priorities, including recurring meetings, prioritizing appropriately and using good judgment in offering solutions to complex scheduling and meeting planning needs.

· Proactively manage communication, and respond to urgent inquiries from internal / external stakeholders on the teams' behalf.

· Assist in organizing events and off-sites for the team

· Manage and coordinate travel itineraries, including booking flights, hotels, and transportation, while managing travel-related expenses and reimbursements.

· Manage and track expenses, submit expense reports, and support the team in expense-related inquiries.

· Ensure Salesforce is updated with the latest record, conduct regular audits to ensure investment data accuracy

· Coordinate and manage lunch (and boba!) orders for the team, ensuring timely delivery and accommodating dietary preferences or restrictions

Minimum Qualifications

· 3 years of high-level experience supporting multiple managers and or large teams.

· A strong team player, who thrives in a collaborative setting and works well within a matrixed environment, poised and able to work with individuals at all levels of the organization.

· Proactive, positive and personable with excellent communication skills and an upbeat, “can do” attitude - willing to take initiative with confidence.

· Resilient, with ability to manage multiple projects and deliver quality work to deadlines.

· Discretion, diplomacy and excellent judgment; high degree of integrity when dealing with
confidential and sensitive information.

· Experienced with event planning, managing multiple travel schedules, coordinating expenses, and general office administration.

· Advanced proficiency with Gmail, Google Calendar, Salesforce as well as key applications such as Word, Excel, Powerpoint and Zoom.

· You are comfortable working both remotely or in the office. This role requires an in office presence at least 3-4 days per week.

The anticipated hourly rate for this role is $50.00-$55.00, actual starting pay may vary based on a range.