Administrative Assistant

  • Full Time
  • Palo Alto, CA

Administrative Assistant

Responsibilities

  • Oversee and maintain the investment team’s calendars, including scheduling meetings,
  • appointments, travel (international & domestic), and conferences.
  • Provide general administrative support to the investment team.
  • Superior prioritization skills when processing correspondence requests, determining appropriate individuals, and follow-up as needed.
  • Maintain an up-to-date contact database of employees, investors, and portfolio companies.
  • Assist in organizing the details of special events.
  • Ad hoc projects include but are not limited to the preparation of materials for meetings and presentations, drafting reports, credit card reconciliation, and expense reports.
  • Maintain confidentiality with sensitive information such as files and records of the Firm.
  • Identify clients’ needs, and establish and maintain effective relationships with internal and external stakeholders.
  • Cover front desk when Receptionist is not available.
  • Act as backup support to the Executive Assistant.

Requirements

  • Regular working hours from 8:00 am to 5:00 pm; may require coming in earlier or staying late when needed.
  • College degree is highly preferred.
  • Advanced proficiency in Microsoft Office Suite.
  • Strong ability to multi-task and adept at managing time.
  • Excellent verbal and written communication skills.
  • Support members of the firm with a positive, “how can I help” attitude.
  • Maintain flexibility and adaptability as assignments or support roles change with the Firm’s needs.
  • Take initiative in taking care of the Firm’s needs within the scope of duties.
  • Team oriented. Able to work collaboratively with Admin team and office; act as the go-to person for the office.
  • Take initiative to improve work efficiency and the work environment.

www.excelonassociates.com