Seeking EA, Events and Systems Guru! - Executive Assistant to two Partners

ELS Talent Advisors/ Elevate

Support an accomplished Business Development executive and rising star Investment Partner, at a well-funded VC firm investing in Health-Tech and AI

Position:
Executive Assistant to two Partners 

The primary role will be as Executive Assistant, including event coordination responsibilities, supporting two partners’ day to day travel arrangements, calendar management, coordination with EAs at other VC firms, startups and other third parties, and expense reports.  The role includes hosting visitors at our office and provides the opportunity for a breadth of responsibilities, including leading planning, coordinating and supporting firm activities and events, including off-site guest events, workshops, and dinner events (includes maintaining contact lists, manage invitations and directly coordinate with guests).  The successful candidate will have a high degree of interaction with entrepreneurs and executive-level contacts of the firm.
 
Location:
Menlo Park, CA

What You'll Do:

Executive Assistant (primary role):
  • Initially supporting two partners; owning all calendar management through Outlook; interact with entrepreneurs, both internal and external executives and assistants. Coordinate a variety of complex meetings with attention to different time zones.  
  • Organize travel arrangements (flights/auto, accommodation and restaurants) as the need arises and updates to Partner’s calendar with details. 
  • Plan, coordinate and manage Partner/investor/portfolio company dinners, conferences and events. 
  • Update CRM system with executive’s contacts, deals, etc. Keep track of key prospects and follow up with Partners to arrange meetings/calls while travelling.
  • Use Microsoft Office (Word, PowerPoint, Excel) as necessary.
  • Support expense report tracking and submittals
Office Management (secondary role):
  • Provide a welcoming environment for executive-level visitors and team members.
  • Source vendors (catering, office supplies, etc.) and act as point-of-contact for office needs.
  • Manage additional administrative tasks including ordering/stocking office supplies, etc.
  • Assist with special projects as assigned (or proactively request!).
What You'll Have:
  • Minimum 10 years of EA experience, supporting in Partner at Venture Capital, Private Equity, Legal firm or a CEO.
  • Demonstrated ability to work collaboratively with Executives and EAs across all levels of an organization and in different time zones. 
  • Experience in planning and coordinating events
  • Ability to provide personalized, timely and accurate support
  • Strong interpersonal skills, ability to be discreet, and use of good judgement.
  • Confident, self-directed, and comfortable interacting with Partners and executives
  • Ability to multitask, prioritize and thrive in an unstructured environment.
  • Willingness to roll up your sleeves to get the job done, with self-initiative.
  • Diligent about following up on projects or tasks that need to be completed.
  • Someone who is humble, down to earth, intellectually curious and has strong ethics and integrity.