Groupe Insearch
Executive Reception
Groupe Insearch, San Francisco, California, United States, 94199
Send your resume to
info@insearchsf.com
with the job ID POSITION : Executive Reception HOURS : Monday, Tuesday, Wednesday, Thursday (lunch provided on in office work days) 8am – 5pm PT, including a one (1) hour lunch break ATTRACTIVE FACTORS : Be a part of an exciting, team-oriented environment Work alongside very bright, enthusiastic people who are passionate about what they do Work from Home days: Friday, if personal circumstances have indicated that WFH can be accomplished successfully, plus 10 flex WFH days/year currently offered Robust healthcare plan for employees and dependents Vision and dental care 401k plan 15 PTO days $25 lunch stipend for in-office work days $100/month reimbursable wellness expense Up to $2,000/year reimbursable cell phone expense KEY RESPONSIBILITIES : Assist with coordination and facilitation of all guests as one of the first points of contact and “the face of the firm” portraying our culture, as well as subsequent accompanying responsibilities Organize, maintain and supply reception and surrounding areas, including the elevator bank, lobby, conference rooms, kitchen and copy room, including ordering all necessary office items and maintaining inventory Oversee all conference rooms including maintenance needs, assisting with IT and Zoom connections when needed Act as the main point of contact for the weekly Monday-Thursday lunch delivery and ensuring delivery of lunches to kitchen Interface with the building management, plant company and other vendors on maintenance of office Help facilitate internal events (Summer Sips, new hire welcomes, birthday parties, summer outings, holiday parties, etc.), with other Executive Assistants who may have responsibility for specific events Assist Executive Assistants with facilitation of external meetings that may take place in the office (board meetings, luncheons, etc.) Occasionally, support professionals as needed, helping manage high-capacity calendaring with attention to various time zones, internal and external attendee inclusion or exclusion on invite details in alignment with our standard framework and preference of the executives if an EA has requested assistance Oversee phone management and screening on behalf of the firm and executives Ad hoc projects and participation in various firmwide requests TOP KEYS FOR CLIENT : At least two years of relevant work experience with a preference for exposure to investment or professional services firms with previous reception experience and/or supporting professionals with complex schedules a plus Professional demeanor and interactions with individuals at all levels – internal and external Detail oriented, strong project management skills, tracking status and identifying next steps with relentless follow-up to ensure nothing slips through the cracks Possesses confidence and strong organizational and project management skills with the ability to seamlessly multi-task while taking ownership of the Executive Receptionist role Strong written and verbal communication skills, as well as being an active listener Ability to prioritize workflow and independently work efficiently while being comfortable asking questions, when in doubt Intuitive and a quick thinker capable of asking “that next question” – anticipating the unexpected Team oriented and pro-active contributor Evidence of history maintaining discretion with all sensitive information A self-starter who remains calm under pressure Proficient in Adobe, MS Office – emphasis on Outlook, Excel, Word and PowerPoint Based within reasonable commuting distance to our San Francisco office with the ability to work in the office 4 days per week (Mon-Thurs) and the ability to be in the office an additional/5th day per week if required; we currently allow for remote work on Fridays, although this is subject to change
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info@insearchsf.com
with the job ID POSITION : Executive Reception HOURS : Monday, Tuesday, Wednesday, Thursday (lunch provided on in office work days) 8am – 5pm PT, including a one (1) hour lunch break ATTRACTIVE FACTORS : Be a part of an exciting, team-oriented environment Work alongside very bright, enthusiastic people who are passionate about what they do Work from Home days: Friday, if personal circumstances have indicated that WFH can be accomplished successfully, plus 10 flex WFH days/year currently offered Robust healthcare plan for employees and dependents Vision and dental care 401k plan 15 PTO days $25 lunch stipend for in-office work days $100/month reimbursable wellness expense Up to $2,000/year reimbursable cell phone expense KEY RESPONSIBILITIES : Assist with coordination and facilitation of all guests as one of the first points of contact and “the face of the firm” portraying our culture, as well as subsequent accompanying responsibilities Organize, maintain and supply reception and surrounding areas, including the elevator bank, lobby, conference rooms, kitchen and copy room, including ordering all necessary office items and maintaining inventory Oversee all conference rooms including maintenance needs, assisting with IT and Zoom connections when needed Act as the main point of contact for the weekly Monday-Thursday lunch delivery and ensuring delivery of lunches to kitchen Interface with the building management, plant company and other vendors on maintenance of office Help facilitate internal events (Summer Sips, new hire welcomes, birthday parties, summer outings, holiday parties, etc.), with other Executive Assistants who may have responsibility for specific events Assist Executive Assistants with facilitation of external meetings that may take place in the office (board meetings, luncheons, etc.) Occasionally, support professionals as needed, helping manage high-capacity calendaring with attention to various time zones, internal and external attendee inclusion or exclusion on invite details in alignment with our standard framework and preference of the executives if an EA has requested assistance Oversee phone management and screening on behalf of the firm and executives Ad hoc projects and participation in various firmwide requests TOP KEYS FOR CLIENT : At least two years of relevant work experience with a preference for exposure to investment or professional services firms with previous reception experience and/or supporting professionals with complex schedules a plus Professional demeanor and interactions with individuals at all levels – internal and external Detail oriented, strong project management skills, tracking status and identifying next steps with relentless follow-up to ensure nothing slips through the cracks Possesses confidence and strong organizational and project management skills with the ability to seamlessly multi-task while taking ownership of the Executive Receptionist role Strong written and verbal communication skills, as well as being an active listener Ability to prioritize workflow and independently work efficiently while being comfortable asking questions, when in doubt Intuitive and a quick thinker capable of asking “that next question” – anticipating the unexpected Team oriented and pro-active contributor Evidence of history maintaining discretion with all sensitive information A self-starter who remains calm under pressure Proficient in Adobe, MS Office – emphasis on Outlook, Excel, Word and PowerPoint Based within reasonable commuting distance to our San Francisco office with the ability to work in the office 4 days per week (Mon-Thurs) and the ability to be in the office an additional/5th day per week if required; we currently allow for remote work on Fridays, although this is subject to change
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