Nancy McIlvaine Placements, Inc Hiring for Executive Personal Assistant Job at San Mateo, CA Full Time

Executive Personal Assistant

** LOCAL CANDIDATES ONLY**

We are a venture capital firm dedicated to investing in high-growth technology companies and growing the value of those companies through patient and pragmatic partnership with entrepreneurs. The firm is managed by a long-standing partnership that focuses on fundamentals-based, early-stage investing. We invest in founder-led technology companies with a strong sense of purpose, and works patiently with management teams to grow these companies over decades.

We are headquartered in the SF Bay Area, with half our team based in Seoul, Korea. Globally, we are a close-knit team of 28 people from diverse educational and cultural backgrounds. The firm currently works with 130 active companies around the world. We are a Registered Investment Adviser (“RIA”) with the SEC and manage over $5 billion in regulated assets largely on behalf of charitable institutions.

Career Opportunity:

We are hiring an executive personal assistant to play a key role in the administrative function working primarily with one of the U.S.-based managing directors and his family. This is a unique opportunity to support an energetic executive whose business activities are highly integrated with his personal and family life, including educational, non-profit, and philanthropic work. This candidate will have broad exposure to the business and will be an integral member of the executive’s family organization structure to support estate and household matters, providing a bridge between personal and professional. This person is experienced and highly professional, able to proactively anticipate needs, and graceful under pressure, helping to eliminate stress from those around them for a seamless day-to-day.

This EPA will work a portion of at least three days/week in the office and also work a bit at the principals’ residence and remotely, depending on the current projects.

Key Responsibilities:

Executive Assistant Responsibilities:

• Work collaboratively with all colleagues across the firm
• Ensure seamless flow of day-to-day activities including the management of multiple components, with proactive reminders
• Own and proactively manage calendar across multiple time zones
• Coordinate extensive domestic and international professional travel
• Coordinate internal and external meetings, including conference room scheduling and organization to include presentation support, and external meeting site coordination and entry requirement verification to ensure smooth arrival
• Create and implement processes and systems to elevate efficiency and effectiveness of administrative processes
• Be responsive outside of “regular” business hours
• Assist in obtaining authorized signatures, when needed, both digital and original, to include providing notarial services and coordinating apostille services with external parties
• Submit expense reports on a monthly basis
• Assist in maintaining the firm’s files and records
• Assist team members and organize certain firm eventsPersonal Assistant Responsibilities:
• Coordinate family calendar, with particular attention to intersections with business calendar
• Plan and execute business, philanthropic, and family events, traveling where necessary for on-site coordination
• Assist in booking and coordinating restaurants, activities, and travel
• Manage household budget and service providers
• Participate in meetings, take notes, and manage follow-ups
• Execute administrative errands (e.g., notarizations, shipping)

Job Qualifications:

• Bachelor’s degree preferred
• Professional experience in an executive administrative support role to a senior executive
• Professional experience in a private home
• Fluent in Mac and Microsoft systems to include Excel and PowerPoint
• Ability to make a long-term commitment
• Self-motivated to manage complex projects from start to finish with a creative, outcome-oriented approach
• Self-describe as organized, extremely detail-oriented, discreet, happy, and professional
• Excellent communication skills and exudes a calm, confident, genuine presence
• Strong time management skills, able to handle multiple concurrent assignments accurately and in a timely fashion
• Hardworking, and holds themselves and others to a high moral and ethical standard
• Ability to handle last-minute changes
• Clear background check to include credit history required
• Non-disclosure agreement
• Notary certified in the State of California, or willingness to become a notary upon hire
• California driver’s license required

Job Type: Full-time

Pay: $140,000.00 – $200,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 5×8
• Monday to Friday

Ability to commute/relocate:

• San Mateo, CA 94402: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 3 years (Preferred)
• Microsoft Powerpoint: 2 years (Preferred)

Work Location: Hybrid remote in San Mateo, CA 94402