Executive Assistant

Administrative Assistant

Private Equity | Fund-of-Funds

San Francisco

Overview

Hiring company is a leading Asia-dedicated fund-of-funds managing approximately $15 billion (AUM) in regulatory assets. The company invests with top performance private equity fund managers across Asia primarily in Greater China, Japan, Korea, Southeast Asia, India, and Australia; and is diversified across buyout, growth and expansion, venture capital and special situation funds. The company has an agile team of over 60 professionals across four offices located in Hong Kong, Beijing, Shanghai, and San Francisco.

We are looking for an exceptional Administrative Assistant. The best candidate fit for this role is someone who possesses demonstrated early career technical competency and is a self-starter. The role requires the ability to adapt to developing situations, excellent communication (written and verbal) and organizational skills; and has worked well in team environments.

Responsibilities

• Coordinate and provide back-up support to the Senior EA supporting the firm's Managing Partner including:
  • International and domestic travel arrangements – personal and business, including preparation of detailed itineraries;
  • Inputting and updating contacts in Outlook and CRM system;
  • Expense reports: organize and gather receipts for both personal and corporate, follow-up on missing items and submit on a timely basis;
  • Support on-site meetings: booking conference room, catering, and AV coordination;
  • Support for off-site events: dinners, multi-day functions, and speaking engagements;
  • Ensure that all logistics are handled including facilities, A/V, security and catering requirements;
  • PPOFMs (Please Print Out For Me), PSRs and other varied printing projects;
• Collaborate with other assistants to keep kitchen and office tidy and clean;
• Assist with various ad-hoc projects or requests, as needed.

Requirements

• Candidate must have at least 3-5 years of administrative assisting experience;
• Must be organized, have a high degree of motivation and time-management skills;
• Ability to handle numerous projects with a high level of accuracy and professionalism;
• Excellent written and oral communication skills;
• Demonstrated ability to maintain a high degree of confidentiality, while exercising tact and diplomacy in managing highly sensitive, privileged and non-public information;
• Strong computer skills in Word, Excel, PowerPoint, Outlook, CRM and other proprietary systems;
• Openness to taking on new responsibilities as needs change and new requirements develop;
• Must be flexible with their schedule and be comfortable handling last minute requests and willing to work overtime, after hours or on weekends; and
• Private Equity experience is a plus.