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Administrative Assistant

4 months ago

Berkeley, California, United States The Voleon Group Full time

Voleon is a technology company that applies state-of-the-art machine-learning techniques to real-world problems in finance. For more than a decade, we have led our industry and worked at the frontier of applying machine learning to investment management. We have become a multibillion-dollar asset manager, and we have ambitious goals for the future.

Your colleagues will include internationally recognized experts in machine learning research as well as highly experienced technology and finance professionals. The people who shape our company come from other backgrounds, too, including concert music performances, humanitarian aid, opera singing, sports writing, and the submarine service. You will be part of a team that loves to succeed together.

In addition to our enriching and collegial working environment, we offer highly competitive compensation and benefits packages, technology talks by our experts, a beautiful modern office, catered lunches, and more.

As an Administrative Assistant, you will directly support up to two senior managers and two mid-level managers. This role is a means to make a difference: you will amplify their impact, and your success will enhance the company's success.

Responsibilities

  • Deliver the highest level of on-site support, with the managers being the primary stakeholders.
  • Provide comprehensive and proactive administrative support for managers (with varying levels of support needs).
  • Manage the managers' calendars in a seamless manner, with the ability to prioritize and triage meeting requests effectively.
  • Coordinate effectively with Executive Support staff who support the co-founders and other members of the leadership team.
  • Learn from established processes that match each manager's style and enhance their productivity.
  • Effectively use standard calendaring, communication, expense reporting, and travel arrangement systems.
  • Ensure that the managers have the necessary materials and are prepared for meetings.
  • Assist managers with having conference room space booked for meetings.
  • Receive, screen, and respond to communications in coordination with the managers or on their behalf in a manner that reflects the managers: clear, courteous, professional, and timely.
  • Manage domestic and international travel preparations.
  • Provide support to other stakeholders when requested by the managers, including colleagues, clients, vendors, and others.
  • Handle confidential and non-routine information with the utmost care.
  • Provide on-site support to managers, ensuring their physical workspace is organized and conducive to productivity.
  • Act as a liaison between managers and various on-site resources, addressing any facility-related concerns or needs.
  • Assist in the planning and coordination of on-site meetings, including room setup and catering arrangements.
  • Collaborate with IT support for any on-site technology needs or issues experienced by the managers.
  • Participate in any on-site research activities or projects as requested by managers.
  • Assist with some project management and follow-ups on behalf of managers.
  • Continuously seek opportunities to improve on-site support processes and efficiency.

Requirements

  • Proven skills supporting multiple managers
  • A track record of successful collaboration within executive support teams.
  • Strong organizational skills, capable of seamlessly managing multiple tasks and conflicting priorities with meticulous attention to detail.
  • Exceptional interpersonal skills, allowing you to build relationships with diverse personalities across key stakeholders.
  • Demonstrative aptitude in written and verbal communication, evidenced through clear, concise expression and effective discourse.
  • The ability to handle a high volume of tasks and projects independently or with minimal guidance.
  • Quick decision-making skills to respond effectively to urgent situations and events.
  • Flexibility to adapt quickly to changing priorities.
  • Proficiency in technology, including MS Outlook calendaring, MS Word, Excel, and PowerPoint.
  • A keen interest in the finance and technology industries.
  • A strong sense of urgency
  • Experience using Atlassian software (a plus)
  • A bachelor's degree (a plus)

Other

  • You must have authorization to work in the United States.
  • Your schedule will be hybrid, including in-office days and remote work, with the flexibility to adjust as needed.
  • You should be capable of lifting up to 15 pounds.
  • The role involves extended periods of desk work during the standard eight-hour workday.

The base salary range for this position is $65,000 to $80,000 in the location(s) of this posting. Individual salaries are determined through a variety of factors, including, but not limited to, education, experience, knowledge, skills, and geography. Base salary does not include other forms of total compensation such as bonus compensation and other benefits. Our benefits package includes medical, dental, and vision coverage, life and AD&D insurance, 20 days of paid time off, 9 sick days, and a 401(k) plan with a company match.

"Friends of Voleon" Candidate Referral Program

If you have a great candidate in mind for this role and would like to have the potential to earn $7,500 if your referred candidate is successfully hired and employed by The Voleon Group, please use this form to submit your referral. For more details regarding eligibility, terms and conditions please make sure to review the Voleon Referral Bonus Program.

Equal Opportunity Employer

The Voleon Group is an Equal Opportunity employer. Applicants are considered without regard to race, color, religion, creed, national origin, age, sex, gender, marital status, sexual orientation and identity, genetic information, veteran status, citizenship, or any other factors prohibited by local, state, or federal law.

Vaccination Requirement

The Voleon Group has implemented a policy requiring all employees who will be entering our worksite, including new hires, to be fully vaccinated with the COVID-19 vaccine. This policy also applies to remote employees, as such employees will be asked to visit our offices from time to time. To the extent permitted by applicable law, proof of vaccination will be required as a condition of employment. This policy is part of Voleon's ongoing efforts to ensure the safety and well-being of our employees and community, and to support public health efforts.