Executive Assistant

Essential Functions/Responsibilities

• Coordinate communications, including taking calls, responding to emails and interfacing with vendors, clients and other firm leaders
• Proactively assist and anticipate the needs of the Office Head
• Prepare internal and external corporate documents for team members
• Maintain calendar for Office Head, schedule meetings and appointments, manage travel itineraries, and submit expense reports
• Prepare meeting rooms, establish conference calls, and prepare technology for presentations
• Maintain contact data, campaigns and dashboards in Salesforce CRM - add meeting activity, sales opportunities, and event information
• Aid broader team as needed

Reception

• Operate a multi-line switchboard and transfer calls
• Maintain proper appearance of reception and entry way
• Greet clients and guests as they arrive; contact employee(s) for arrival

Mailroom and Documentation Handling

• Process and distribute incoming mail on a daily basis in line with firm procedures
• Manage incoming and outgoing packages
• Manage office supply inventory, purchasing and vendor escalation
• Receive all incoming mail, deliveries and communicate scheduling with couriers

Internal and External Catering

• Schedule and assist with setup of conference rooms before/after meetings
• Manage food service inventory
• Create menus and place catering orders
• Keep shared colleague space/kitchens well stocked, cleaned, and organized
• Cook internal and external events

Qualifications

• 3+ years administrative support experience
• Bachelor's degree preferred
• Ability to provide excellent client service
• Illustrates tact, discretion and good judgement when handling sensitive and confidential information
• Knowledge of MS Word, Excel and Outlook
• Superior written and oral communication skills
• Ability to set goals and meet deadlines
• Some evening event coverage required
• Professional demeanor
• Highly organized and detail oriented
• Ability to work in San Francisco office location

Pay

$60k-90k. Commensurate with experience and location.

Schedule

Full-time on-site position.