Administrative Assistant Private Equity Firm

2 weeks ago

Menlo Park, United States Aster Talent Partners Full time

Administrative Assistant


Description


This role requires an administrative professional eager to learn and develop new skills to make an impact across all aspects of the business. The ideal candidate is exceptionally versatile, motivated, and has a proactive work style with a desire to assist and support wherever needed. We are an onsite organization and the role requires attendance in the office five days per week. The role reports to the Director of Administration and provides support to the Executive Assistant Staff/Reception.


Attractive Factors

  • Opportunities for involvement in event planning and project management
  • Everyone on the administrative team is invested in the candidate’s success and has a great coaching mentality. There will be hands-on training and the goal for this role is to move into an Executive Assistant role and title
  • A strong culture of communication
  • The firm believes in direct communication so the team is always on the same page.
  • Join a team that is passionate about bettering the global community
  • Opportunity to join an amazing organization at the precipice of exponential growth
  • Thrive in an entrepreneurial, fast-paced, and dynamic environment
  • Partner with Executives and Executive Assistants who are high-achieving, personable and engaging
  • Highly collaborative environment: have a seat at the table and help drive success



Responsibilities


  • Perform general office responsibilities to ensure it runs smoothly, including greeting guests when the receptionist is on break, ordering groceries and lunch, managing supplies, vendor and building liaison, and handling incoming and outgoing mail and packages
  • Build strong, strategic cross-functional partnerships to improve day-to-day efficiency and streamline processes. A primary early responsibility in this position will be to process expense reports.
  • Manage calendars across time zones. Proactively resolve scheduling conflicts and provide information to prepare for meetings
  • Assist with planning events and annual holiday party
  • Ad hoc projects and additional responsibilities, as needed
  • Cover desks on an occasional basis in order to eventually develop into an Executive Assistant



Skills and Experience


  • Bachelor’s Degree preferred
  • Minimum 1 year of administrative assistant experience, preferably within the investment industry (preferred, but not required)
  • Strong organizational skills: ability to set and achieve priorities while working with multiple team members, several moving pieces at a time, and frequent status changes
  • Critical thinker with the ability to make decisions quickly and independently
  • Possess a genuine desire to learn and work in an environment where there is room for growth / and increasing responsibility (short and long-term)
  • Proactive in following up on details, anticipating issues, and closing the loop on all requests
  • Proven attention to detail, especially when juggling tasks and working under pressure
  • Strong technical aptitude, including proficiency in Microsoft 365 (Outlook, Excel, Word, PowerPoint),
  • Open to learning Adobe Acrobat, DocuSign, and related software
  • Collaborative approach and proven ability to work in a small team/hybrid office environment
  • Prepare monthly expense reports in Concur, apply appropriate accounting categories, and attach supporting receipts
  • Polished, confident, and highly responsive communicator, both written and oral



Other


  • Competitive salary, bonus, 401k, and full benefits
  • Hours: Monday – Friday, 8:00 a.m. – 5 p.m. (PT)
  • The firm currently has 42 people at its Menlo Park location and that number will increase over the next year
  • The firm will provide all technology needed
  • Must be located in the Bay Area and able to commute to Menlo Park

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