Executive Assistant for Investment Firm

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Job description

Executive Assistant for Investment Firm

A global investment firm is seeking an Executive Assistant to support their Growth Fund team in San Francisco. This newly created position has the responsibility of a wide range of administrative activities including day to day support of high-level executives, working with portfolio company management, maintaining relationships with key external partners and contacts, and managing the San Francisco office. This is a great opportunity for an assistant who wants to learn in a fast-paced, professional, and collegial environment.

Responsibilities:

• Heavy calendar management and complex travel itineraries for multiple team members
• Meeting logistics including conference room set-up and refreshments as well as printing and binding materials
• Ensure all external guests are properly entered in the building's security system and greet them on arrival
• Event planning to include externally focused events like deal closings as well as internal events such as milestone celebrations and culture-building outings
• Properly field calls including those from investors and other key firm relationships
• Prepare and submit expense reports ensuring that they are "in policy" and meet the deadlines and expectations of the finance team
• Coordinate legal documents for execution and return
• Ensure the office is properly managed including vendor relationships, supply orders, repairs and maintenance
• Liaise with the finance and operations teams in New York to ensure vendor contracts and invoices are properly routed, approved, and paid in a timely fashion
• Some personal work for Partners which may include vacation travel, philanthropic relations, personal appointments, calls and events
• Assist with the onboarding of new portfolio companies, including coordination with the company for board meetings, monthly calls, etc.
• Other projects and tasks that may be required

Qualifications:

• 3+ years of work experience in a similar capacity, supporting multiple people and initiatives
• Team player and able to provide support to a mix of levels and tenure from Associate to Partners
• Strong interpersonal skills will be key to develop the internal and external relationships necessary for success in the role
• Discretion for the highly confidential nature of the information this position will handle.
• Proficiency with the Microsoft Office suite
• Must be fully vaccinated against COVID-19 by date of hire or approved for an exemption as a reasonable accommodation under state and/or federal law.

Compensation:

• $85-95 plus OT, bonus, and exceptional benefits