Executive Assistant to Managing Director

Hiring firm is an investment manager with families of funds focused on primary commitments to venture funds, LP and direct secondaries, co-investments and direct investments.

With offices in San Francisco, Boston and London, for over two decades this firm and its predecessor firm have made 160+ global investments backing top investors and innovators.

The Company is seeking an Executive Assistant to support our General Partner, Head of the Funds Team.

The General Partner (GP) this role supports is responsible for driving the success the Funds team, and works with the firm’s other General Partners to set and drive the strategic priorities of the firm;

build and maintain trust, confidence, and a sense of excitement in firm objectives; and internally and externally serve as the face of the firm (relationship-builders, role models, etc.).

The Admin Team presently consists of three Executive Assistants, and an Operations Associate. The Admin Team takes a collaborative approach to work and values high work standards, and seamless communication.

The team has established processes and procedures which allows them to operate as an adaptable yet cohesive team.

Essential Responsibilities :

• Proactively, efficiently, and accurately schedule and maintain the GP’s complex and frequently-changing calendar. Activities of the GP should be managed thoughtfully with an understanding of their priorities and should allow space for the successful execution of all required business activities.
• Regularly meet with the GP to communicate upcoming priorities and to identify and discuss solutions for potential priority conflicts.

Keep them informed of activities within the office, the firm, or within his / her business relationships that have occurred while traveling or otherwise out of the office.

• Coordinate complicated, frequent, and highly fluid (and global) travel arrangements. Travel arrangements should demonstrate an understanding of their travel preferences and be well-organized, accurate, cost-effective, and compliant with firm’s Travel and Expense Policy.
• Support the GP in managing their high-volume email inbox by reviewing and prioritizing incoming emails and where appropriate, drafting responses for the GP’s review;

handling confidential and sensitive information with high discretion and professionalism.

Coordinates all logistics for the GP’s meetings and events. This may include preparing meeting materials, greeting guests, ordering meals, coordinating transportation, and securing meeting or event locations.

For larger events, the EA may also coordinate with other teams to manage complex arrangements.

• Supports the Funds team by tracking all AGM meetings the company needs to attend, and coordinates calendars to schedule the appropriate members for attendance.
• Reconcile a high volume of expenses on a weekly basis to ensure complete and on-time submissions by each month-end.
• Maintain relevant meeting and correspondence data within the company’s CRM.
• Act as an internal and external extension of the GP. Develop exceptional relationships not only with representatives from firm’s current and potential investors, but with other firm employees as well.
• Become an integral member of the Admin Team, supporting SF office operations as needed (such as kitchen mgmt. and conference room maintenance) and assisting other EA team members during peak periods, vacations, and absences.
• Other duties and projects, as assigned.

Required Education, Experience, and Abilities :

Minimum 5 five years of executive-level support experience, with recent experience within the financial services industry;

experience in private equity or venture capital industries strongly preferred

• Bachelor’s degree, or equivalent combination of education or experience required.
• Intermediate to advanced knowledge of MS Office suite required.
• Strong verbal and written communication skills a must.
• Exhibits a commitment to customer service and relationship-building.
• Strong problem-solving orientation.
• Dedicated, self-motivated, and proactive team player.
• Demonstrates honesty, discretion, integrity, and reliability.

Company Responsibilities :

• All employees are expected to support the Company in the successful completion of annual firm goals and objectives and in the execution of the Company’s Mission and Vision Statements
• All employees are expected to work with managers to develop and successfully complete annual individual goals and objectives and to be committed to ongoing professional development
• All employees are expected to adhere to Company policies and procedures and to participate in the firm’s regulatory compliance program at a level appropriate to their positions

Other Requirements :

• Able to work beyond the company’s normal 8 : 00am to 5 : 00pm office hours. (This role is eligible for overtime in addition to base compensation and bonnus)
18 hours ago