Executive Assistant (Floater) On-Site

Overview:

Responsible for providing back-up support to various teams in the Menlo Park office which will require being familiar with each Assistant's workload to provide appropriate coverage. During back-up coverage, assist executives with a wide range of administrative and executive support-related tasks in a timely manner with high performance and accuracy. Provide afternoon coverage of the Reception desk on a rotational basis and potentially EA support to junior executives. Translate requests and requirements into achievable goals and manage the process through which these objectives are met.

Communication and Information Management

• Review incoming mail and/or email, prioritize and summarize content, and process replies on own initiative or from Executives’ notes and directives
• Compose, draft, proof, edit, and finalize correspondence including e-mail and other documents

Planning

• Handle planning logistics for domestic and international travel; provide detailed itineraries, agendas, directions, and backup materials; prepare expense reports in timely manner ensuring accuracy and submit in accordance with Firm policy
• Manage and Monitor Executives’ calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of executives involved, requests for meetings and telephone calls; communicate potential and/or confirmed changes to involved parties immediately
• Schedule and coordinate meetings and Executive events, inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, coordinate hospitality services as needed

Liaison and Teamwork

• Liaise with portfolio organizations, investors, guests, and all *** personnel in professional and courteous manner adhering to ***’s culture and values statements
• Act in discreet and professional manner with others; sensitivity to the confidential nature of the Firm’s business and consistently uphold such confidences, using this information only in the course of performing your job for ***
• Act as a team player, including taking on additional tasks to support colleagues and the Firm and offering to help before being asked

Skills:

Skills and Attributes

• Ability to manage highly sensitive, confidential information with complete discretion
• Ability to manage a high volume of work, multi-tasking and prioritizing tasks and projects according to what is most time-sensitive
• Excellent written communication and research skills
• Extensive experience managing complex and fluid calendars
• Excellent organizational skills to support the productivity of the whole team (i.e. filing systems, trackers, contacts)
• Critical thinker; excellent judgment; proactive and able to anticipate Executive’s needs
• Team player capable of working with internal and external stakeholders in a way that reflects the Firm’s core values and principles (high integrity, apolitical, non-arrogant, commitment to excellence, treating others with respect)