About the position
GP Bullhound is seeking a motivated and proactive Office Manager and Executive Assistant to support two Partners in the advisory business and oversee the San Francisco office. This role is crucial for ensuring smooth operations and requires an outstanding level of communication, organization, and interpersonal skills. The ideal candidate will be able to take swift, effective action while proactively solving complex problems with minimal guidance. The position demands the ability to work successfully both within a team environment and independently, 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 three days a week in the office based on business requirements. As an Executive Assistant, you will manage complex calendars for multiple C-suite level executives, handle expense management and bi-weekly expense report submissions, and coordinate travel accommodations including booking flights, hotels, cars, and trains in line with company policies. You will also develop rapport with clients and their EAs to enhance client relationships, maintain and update the list of contacts and business activities in the firm's CRM system, DealCloud, and manage executive's contacts and LinkedIn accounts. Additionally, you will work closely with the firm's operations team and office managers globally, coordinate events for executives, prioritize work and projects based on time and importance, and produce letters, proposals, and presentations with a high level of accuracy and timeliness. In terms of office management, you will own and take pride in managing the San Francisco office and all daily operations, ensuring a seamless, healthy, and safe experience for employees and clients. This includes arranging team events, managing the office budget, keeping the office stocked with snacks and supplies, maintaining IT infrastructure, liaising with building management, assisting with recruiting efforts, submitting weekly staffing reports, collaborating on strategic projects, and identifying opportunities for process and office management improvements.
Responsibilities
- Manage complex calendar for multiple C-suite level executives.
- Handle expense management and bi-weekly expense report submissions.
- Coordinate travel accommodations including booking flights, hotels, cars, and trains.
- Develop rapport with clients and their EAs to 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 closely with the firm's operations team and office managers globally.
- Coordinate events for executives including CEO dinners and industry receptions.
- Prioritize work and projects based on time and importance, consulting with line managers as needed.
- Produce letters, proposals, and presentations using MS Office packages and house formatting styles.
- Assist junior team with preparing physical documents for in-person meetings.
- Cover for EA/OM colleagues during their time off.
- Oversee the management of the San Francisco office and daily operations.
- Arrange team events such as lunches and happy hours.
- Manage the San Francisco office budget and approve vendor invoices.
- Keep the office stocked with snacks, drinks, and supplies.
- Maintain and manage IT infrastructure.
- Liaise with building management regarding tenant events and office work orders.
- Assist the VP of Talent with recruiting efforts, including screening candidates and onboarding new joiners.
- Submit weekly staffing reports to the Head of US Advisory.
- Collaborate on strategic projects to strengthen office culture and promote team collaboration.
- Identify opportunities for process and office management improvements.
Requirements
- 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.
- Strong written and verbal communication skills.
- Computer proficiency including Outlook Suite (Word, Excel, PowerPoint, and Outlook) and CRM experience (DealCloud a plus).
Benefits
- Discretionary Bonus
- Additional benefits
- Team events such as lunches and happy hours
