Executive Assistant and Office Manager

3 weeks ago


San Francisco, United States Evolve Talent Partners Full time
Job DescriptionJob Description

Executive Assistant and Office Manager

San Francisco (Mostly remote)

Venture Capital Firm

San Francisco based venture capital firm is seeking an executive assistant and office manager. Role is hybrid with very infrequent (likely 1 day/week on-site requirement). Responsibilities include:

Partner Support:

  • Provide administrative support for three General Partners
  • Heavy scheduling and calendar management
  • Monitor and prioritize of the day-to-day incoming communication and requests for time
  • Confirm daily meetings and anticipate the daily needs of the Partners
  • Communicate with clients and potential CEO's on scheduling matters
  • Act as a gatekeeper, manage calendars to ensure a productive and positive workflow to the day's activities Handle travel arrangements including flights, hotels, and ground transportation
  • Track Partner's and company's expenses
  • Create monthly company expense reports
  • Assist with Portfolio Company administration including scheduling Board meetings, calls, etc.
  • Assist with Investment Process (coordinated by CFO)

    Event Planning:

  • Coordinate all firm including Strategic Offsite, annual meeting, dinners, etc. Plan and run the yearly Strategic Offsite event – four-day event with 150 attendees at Snowbird, Utah Plan dinners and events for high-level attendees, including company presentations
  • Coordinate with venues regarding contracts, food, AV equipment, etc.

    Facilities Management:

  • Oversee kitchen supplies, office supplies and purchasing
  • Facilitate office and equipment maintenance services
  • Administer phone system & voice mail system

Accounting and HR Management:

Assist Finance Team with ad-hoc projects, to include: Matching support for monthly credit card statementsAssisting with account maintenance and issuesHelp determine need for administrative resourcesAssist with budgeting needs for CFOOrganize vendor orders placed by CFO

Requirements:

3+ years of administrative experienceAbility to work independently and manage time wellDemonstrate ability to juggle and prioritize multiple tasks and projects simultaneously and successfullyExtremely proactive - one who thinks ahead and anticipates needsConstantly striving for improvementsOrganized and detail orientedFlexibility with completing tasksComfortable with light business travelComfortable with a small office environmentCollege degree
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