Executive Assistant – Project Manager

Send your resume to info@insearchsf.com with the job ID

LOCATION : (South Park)

POSITION : ATTRACTIVE FACTORS :

Help plan events (large scale and small intimate gatherings)

Interact with the elite in finance and tech

Tons of ownership and responsibility

Quarterly admin off-sites, happy hours, and dinners

Part of one of the most successful venture capital firms

Work / life balance

Firm has excellent track record of internal promotion and career development

Supportive EA team with low turnover and exceptional longevity

Lunch provided daily, plus breakfast on Mondays

Great benefits and perks : 401K matching, 100% paid benefits, up to $30K in family planning benefits, paid annual CalTrain pass, partial reimburement of gym memberships

KEY RESPONSIBILITIES :

Act as a right hand to internal teams by managing day-to-day operations and coordinating cross-functional projects with discretion, good judgment, and proactive communication

Manage complex, high-volume calendars with frequent changes and shifting priorities

Coordinate domestic and international travel, including bookings, itinerary changes, and necessary documentation

Track and forecast tasks, deadlines, and deliverables across multiple workstreams on a weekly and monthly basis

Communicate with internal and external stakeholders to manage meeting logistics and follow-ups; proactively ensure all relevant parties are informed of upcoming priorities

Conduct research, analyze information, and synthesize materials or recommendations to support effective decision-making

Prioritize and track strategic projects in alignment with business goals and timelines

Prepare materials and communications to support meetings, interviews, and presentations

Manage information flow across teams and serve as a liaison between the firm and external contacts, including board and portfolio stakeholders

Triage inbound requests and route to the appropriate team members; ensure timely responses to urgent issues

Plan and coordinate onsite and offsite meetings and events –including venue sourcing, guest invitations, catering, travel coordination, and preparation of all relevant materials

Organize and execute internal and external events, including offsites, board meetings, planning sessions, networking gatherings, and marketing-related events

Prepare and submit accurate expense reports in a timely manner

TOP KEYS FOR THE CLIENT :

3–5 years of experience supporting executives or teams in a fast-paced environment

Excellent written and verbal communication skills

Discretion and professionalism when handling confidential information

Ability to manage multiple priorities, meet deadlines, and adapt to shifting needs in a high-pressure environment

Attention to detail, time management, organization, and the ability to operate independently with sound judgment and follow-through

Flexibility to work outside of standard business hours as needed

Collaborative mindset and ability to work closely with a team of executive assistants

Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets) and Microsoft Office

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