Job Description
Our client, a dynamic investment firm located in San Francisco, is looking for an EA/OM to join their fast growing team. This role will involve administrative support to 2 Managing Partners, Admin/operational support to the Head of Investor Relations, Limited support to Investment Analysts and overall office management. This role has opportunity for growth and to get involved in projects and operations!
This role is in the office 4x a week / WFH 1x a week. RESPONSIBILITIES: Executive Assistance (75%)- Mainly support the two Managing Partners.
- Heavy calendar management, particularly for one of the partners that averages around 7–15 meetings per day and typically requires advanced booking.
- Coordinate with variety of external parties, ranging from investors, bankers, scientists, portfolio managers and companies, etc.
- Industry conferences, events, and webinars coordination, including but not limited to travel, registration, 1x1 meeting requests, and itinerary creation as needed.
- Maintain centralized list to track events and conferences attended by investments team and managing team’s travel calendar.
- Manage and organize email inboxes for IR and investment partners.
- Correspond and manage highly sensitive information on behalf of investment partners with high discretion.
Operations (15%)- NDA coordination and file management.
- Work with IT Provider to coordinate weekly onsite visits, daily issues, equipment ordering, etc.
- Assist with staff onboarding and offboarding process.
- Assist Head of Investor Relations in event planning, e.g., team offsites, annual meeting, holiday party, etc.
- Expense management and pulling monthly outstanding reports, following up with team members, work closely with CFO.
- Data entry into IR/Marketing’s CRM database.
- Project assistance with Head of IR and Ops team.
Office Management (10%)- Lead all office management related projects and daily tasks and work with higher ups as needed.
- Daily team lunch order for office.
- Order kitchen and office supplies.
- Maintain good relationships with service providers/vendors.
- Manage office space and facilities, optimize usage, and assist with space planning.
- Register guests into Splan, our property’s security system.
- Liaison with property management team, coordinating property tours and providing security access for new hires.
- Plan team social events, e.g., lunches, happy hours, etc.
- Ensure workstations are set up for new hires and “hoteling” spaces for remote staff.
REQUIREMENTS: - Bachelor’s degree required.
- 3-7+ years of administrative and or operational experience in a fast-paced environment.
- Experience working in an investment firm is highly preferred.
- Ability to handle confidential materials and information in a discreet and professional manner.
- Excellent communication skills – phone / email; exceptional organizational and multi-tasking skills.
- True team player; proactive, motivated and “can do” attitude.
- Ability to remain calm and composed during demanding periods.
- Committed, mature and hard-working.
- Proficient in Microsoft Office Suite and knowledge / experience with Ramp and Dynamo are a big plus.
SALARY $100-$125K (DOE) + discretionary bonus + excellent benefits + 401K/Match
HOURS 9am-4:30pm + flexibility if needed
#IND1
Job Tags
Holiday work, Remote job,