Administrative Assistant

7 days ago

Menlo Park, California, United States Career Group Full time

Our client, a successful investment advisory firm, is seeking an Administrative Assistant to support our private equity team on a 2-month contract at their office in Menlo Park. The ideal candidate will exhibit high standards, excellent communication skills, and the ability to take initiative and prioritize daily tasks. Strong organizational skills and the ability to meet tight deadlines will ensure success in this multifaceted role. You will be responsible for heavy calendar management.

*Please note this is a two month contract role, pay will be $40HR*

Responsibilities:

  • Calendar Management and Meeting Coordination – Heavy calendar management and meeting coordination (Includes booking conference rooms, set up
  • Manage food/beverage orders
  • Phone Coverage – Answering phones, taking messages, and managing contacts
  • Expense Management – Manage all expenses ensuring monthly submission and reconciliation
  • Travel Management – Coordinate and plan seamless travel arrangements including itineraries, car service, airline and hotels
  • Back Up Coverage/Team Support – Provide backup coverage for other Assistants (EA or AA) on the team as well as reception. Attend weekly meeting with the Admin team.
  • Events – Assist with office, team build, and portfolio company events
  • Additional Support – Assist with special/ad hoc projects as needed. Assist in maintaining and updating CRM system.

Qualifications:

  • 2+ years of experience working as an Administrative Assistant
  • Strong written and interpersonal communication skills
  • Ability to prioritize workload and shift attention to new and upcoming tasks
  • Demonstrated team player, self-starter, and independent thinker
  • Exercises discretion and sound judgment; maintains confidentiality
  • Excellent organizational and follow-up skills, outstanding attention to detail
  • Proficient in MS Office: Word, Excel, PowerPoint, Outlook, Workday is a plus

Please submit your resume for consideration.

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