Office Manager & Executive Assistant - San Francisco

Office Manager & Executive Assistant

San Francisco

Permanent

Who We Are

Salary - $80,000 - $85,000 + Discretionary Bonus + Additional benefits 

GP Bullhound is a leading technology advisory and investment firm, providing transaction advice and capital to the world’s best entrepreneurs and founders. Founded in 1999 in London and Menlo Park, the firm today has 12 offices spanning Europe and the US. For more information, please visit www.gpbullhound.com.

Our Values

• Focus on clients

• Be a Bullhounder

• Play your part

• Build the future

Your Role

GP Bullhound is looking for a motivated and proactive San Francisco Executive Assistant and Office Manager to oversee the space and support two Partners in the advisory business. This role requires an outstanding level of communication, organization, and interpersonal skills. The ideal candidate can take swift, effective action while proactively solving complex problems with little guidance. The position requires the ability to work successfully within a team environment and alone, build effective working relationships, maintain a comprehensive awareness of the organization, and provide support to employees. This is a hybrid position, with the expectation of at least 3 days a week in the office based on business requirements.

Responsibilities

Executive Assistant

• Complex calendar management for multiple C-suite level executives.
• Expense management and bi-weekly expense report submission.
• Coordinate travel accommodations including booking flights, hotels, cars, trains, etc., in line with company policies.
• Develop rapport with clients and their EAs to further enhance client relationships.
• Maintain and update the list of contacts and business activities in the firm’s CRM system, DealCloud.
• Manage executive’s contacts and LinkedIn accounts.
• Work in close collaboration with the firm’s operations team and office managers across the globe.
• Coordinate events for executives including but not limited to CEO dinners, launch events, and industry receptions.
• Prioritize work and projects based on time and importance, exercising judgment and consulting with line managers as needed.
• Produce letters, proposals, and presentations with a high level of accuracy and timeliness using various MS Office packages and house formatting styles.
• Assist junior team with preparing physical documents for in-person meetings.
• Ad hoc projects and coverage to EA/OM colleagues when they have time off.

Office Management

• Own and take pride in the management of the San Francisco office and all daily operations, ensuring a seamless, healthy & safe experience for employees and clients.
• Arrange team events such as lunches, happy hours, summer and winter events.
• Manage the San Francisco office budget, including the approval of all vendor invoices.
• Keep the office stocked with snacks, drinks, and basic office supplies.
• Maintain and manage IT infrastructure.
• Liaise with building management to keep the San Francisco team up to date with all tenant events, building updates, and office work orders.
• Assist the VP of Talent with recruiting efforts for the San Francisco office, including but not limited to screening candidates, arranging interviews, and onboarding new joiners.
• Submit weekly staffing reports to the Head of US Advisory.
• Collaborate with Management and Operations on strategic projects that strengthen San Francisco office culture, promote team collaboration, and build the GP Bullhound brand.
• Identify opportunities for process and office management improvements.

Your Experience

• Proven experience in office management and as an executive assistant to C-suite level executives.
• Ability to communicate effectively and motivate a wide range of collaborators, including clients and colleagues at all levels.
• High level of self-organization, including interpersonal skills, great time management, attention to detail, and the ability to prioritize.

Your Qualifications

• Strong written and verbal skills.
• Computer proficiency including Outlook Suite (Word, Excel, PowerPoint, and Outlook), CRM experience (DealCloud a plus), IT skills.