Private equity firm is looking for an Operations Administrative Assistant to join their Menlo Park office. This is an exciting opportunity to provide EA support while gaining exposure to operational projects in a collaborative, team-oriented environment. In this role, you'll split your time between supporting three executives (CFO, Controller, and General Counsel) with calendar management, expenses, and travel coordination, while also assisting the Director of Business Operations with travel program management, event planning, and ad hoc projects. You'll join a tight-knit admin team of 9 EAs (most with 3+ years tenure) who lunch together daily and are highly valued within the firm. Someone with extreme attention to detail, strong critical thinking skills, and experience in a fast-paced environment. This is a hybrid role, Monday-Thursday in Menlo Park. 80-85K + discretionary bonus, 100% covered benefits, carry, daily catered lunches, and parking available.
Responsibilities: - Proactively manage calendars for CFO, Controller, and General Counsel, including day-to-day scheduling, resolving conflicts, and adjusting for shifting priorities.
- Arrange travel based on executives' preferences and company policies.
- Screen and direct calls and provide backup on other lines as needed.
- Prepare accurate monthly expense reports for multiple executives.
- Coordinate signature and oversee the collection, execution, and mailing of original documents.
- Support the Director of Business Operations with internal initiatives and cross-functional projects.
- Manage the company's travel program, liaising with travel vendors, resolving issues, and ensuring policy compliance.
- Assist in planning and executing firm-wide events, including investor meetings, offsites, and team events.
- Take on miscellaneous projects and operations support as business needs arise.
- Handle all tasks with strict confidentiality and discretion, especially when managing sensitive information.
- Provide PTO coverage for other administrative staff as needed.
Qualifications: - 3+ years of experience in a fast-paced office environment, prior experience in administrative support or financial services is preferred.
- Strong multitasking skills and meticulous attention to detail, with the ability to manage competing deadlines effectively.
- Exceptional written and verbal communication skills, with professionalism in interactions across all levels.
- Flexible, collaborative team player who thrives in dynamic environments and adapts quickly to change.
- Quick learner with a strong grasp of technology; able to troubleshoot minor system issues and maintain smooth digital operations.
- Positive attitude and strong work ethic, with a commitment to delivering high-quality support.
- Willingness to become a notary to support documentation requirements.
- Creative mindset and initiative in event planning and execution.
- Strong critical thinking skills, with a focus on prioritization and impactful execution of daily responsibilities.
- Proficient in Microsoft Office Suite (especially Outlook, Teams, SharePoint), Concur, Navan, and SugarCRM.
Please Note: Your application will be considered for all open positions. You do not need to apply for multiple roles.