Job Details
Qualifications
- 5 years
- AI
- Administrative experience
- Analysis skills
- Communication skills
- Customer service
- Executive administrative support
- Google Suite
- Microsoft Excel
- Microsoft Powerpoint
- Office management
- Project management
- QuickBooks
- Time management
Job Description
Mach49 is the Growth Incubator for Global Businesses.
Mach49 partners with global businesses to build their growth engines through venture building, venture investing, strategic partnering, and targeted M&A. We are 100% focused on execution, helping our clients disrupt existing markets and create new ones to drive meaningful growth.
We are hiring an Executive Assistant on behalf of Portfolio T – they are building a venture studio unlike any you've experienced before. The Venture Studio works on disruptive, sustainable solutions that touch every aspect of life — energy and water, education, health, food, nature, renewable energy, tourism, media, financial services, mobility, and more. The Studio is also helping to create the world's first ecosystem of cognitive technologies, including unrivaled connectivity, computing capability, AI, and robotics that will enhance lives and protect our planet.
The Role
As an experienced Executive Assistant, you'll step into the vibrant heart of Portfolio T's operation, supporting their local Executive team, orchestrating the seamless flow of meetings and events, and adding your creative touch to our client events. This position calls for your keen initiative, a sharp eye for detail, and an innate ability to adapt swiftly. Expect to manage both internal and external relationships, engage with external clients, and exhibit exceptional communication skills. This role is perfect for a talented individual who thrives under pressure, is a self-starter, and seeks to work in a dynamic, fast-paced, and collaborative environment.
What You'll Deliver
- Calendar Management: Coordinate various meetings, including but not limited to team meetings, interviews, offsite gatherings, and management meetings, spanning multiple global time zones.
- Event/Marketing Management: Assist in the planning, organization, and execution of local events, such as client dinners, webinars, and keynotes at local conferences.
- Quality Reporting: Generate executive-level reports covering a wide range of measures, team data, and venture status updates.
- Cross-Functional Collaboration: Collaborate with other teams to troubleshoot and present solutions to the Executive Staff.
- Expense Reporting and Vendor Oversight: Manage expense reporting, data entry, and oversee vendor relationships.
- Travel Coordination: Schedule complex domestic and international travel arrangements.
- Task Organization: Organize, prioritize, and coordinate multiple work activities efficiently.
- Detailed Note Taking: Take thorough notes during meetings and be able to synthesize them as needed to follow up on action items across teams.
- Office Maintenance: Ensure the office is well-maintained, including stocking and organizing team rooms, procuring and managing office supplies, and coordinating meeting rooms as necessary.
- Client Team Support: Provide support to our client teams when required.
What You Bring
- Enthusiasm and Energy: A bright, high-energy individual with a passion for learning and contributing to the team's success.
- Administrative Expertise: Proven experience in administrative work that requires analysis, initiative, discretion, and independent judgment.
- Responsibility: Willing to tackle tasks of all sizes and a demonstrated commitment to getting things done.
- Attention to Detail: Detail-oriented and focused on delivering top-notch customer service.
- Communication Skills: Excellent written and verbal communication skills.
- Time Zone Management: Ability to support meetings and email communication across various time zones.
What We Require
- Experience: Minimum of 5 years of work experience in roles such as Office Manager, Events Coordinator, Executive Administrative Assistant, or similar positions.
- Adaptability: Flexibility to respond to changing needs and the ability to prioritize and meet deadlines.
- Project Management: Proven ability to actively manage projects in a fast-moving, high-intensity environment.
- Teamwork: Flexibility to work both independently and in collaboration with various teams.
- Interdepartmental Skills: The capacity to work effectively across the organization, engaging with employees at all levels and in all departments.
- Technical Skills: Proficiency with tools such as Excel, AirTable, PowerPoint, Word, G Suite, QuickBooks, and calendar management.
- Travel: Ability and willingness to travel to our Redwood City, CA office to support team and client meetings. Preferred candidates located in SF/Bay Area.
Our Client is an Equal Employment Opportunity Employer. We're helping them to build a diverse, inclusive, empathetic community where every one of us belongs. A place — not just a workplace — that reflects the people of all races, genders, sexual orientations, national origins, backgrounds, and perspectives who share our world.
Our Client requires background, reference checks, and verification of employment eligibility through E-Verify. Physical requirements include ability to communicate effectively in written and oral forms, to listen and hear and/or read on and through electronic devices for extended periods of time.
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US pay range