The Grapevine Agency

Office Manager / Personal Assistant for Investment Firm
West Hollywood, CA
Salary 80K – plus Benefits
A global investment firm with offices in San Francisco and London (opening in June) is seeking a career minded, bright and independent administrative professional to be their first Office Manager/Personal Assistant (OM/PA) for their newly designed, state-of-the-art offices. The OM/PA position is full-time and requires in-person daily . In addition to office management, this individual will provide support to 2 extremely busy partners and for visiting investment team professionals and their guests. The office was constructed with a vision to combine a modern office with a warm residential feel. They have constructed a communal area with fully dialed workstations that can host up to 10 guests. The OM/PA will also ensure that the team and guests feel welcome and “at-home” at all times.
This is a unique opportunity for someone with 3+ years of solid administrative support who truly enjoys working autonomously and can calibrate between quiet and super busy days. The OM/PA will oversee a wide range of administrative duties, including calendaring and coordinating meetings & events, reception, monitoring supplies and coordinating catering and handling ad hoc projects. There will also be personal duties and errands that may arise from time-to-time. The OM/PA is the first point of contact for the office and team and guests should always be greeted with a great attitude and agile mind to execute gracefully and with a can-do attitude. Both partners are longtime tech entrepreneurs and investment professionals who have their own Executive Assistants located in the SF Bay Area. Their EAs currently handle the vast majority administrative duties for the Partners so the OM/PA role will focus on all operations in the WH office as well as provide complimentary administrative support. They envision the OM/PA to not only be top notch managing the WH office, but in time, become an integral member and highly valued contributor of the team. SF & WH will be closely aligned to ensure individual success and smooth operations. The office could be quiet on some days and chaotic on other days so professional & graceful execution will always be the expectation.
Must be tech-savvy and comfortable working on IT/AV systems and be able to navigate video calls from Zoom rooms, iPads, and other in-office equipment. This is a fantastic opportunity suitable for forward thinking, multi-task oriented, self-starter with plenty of room for growth and advancement. This will be a cool and long-term, rewarding position for the right person!
Responsibilities and Duties – As this is a brand-new office, you will train and liaise frequently in the beginning and ongoing as necessary with the administrative & accounting teams in San Francisco. The OM/PA will be briefed on all facets of running the new office and working in tandem with SF. The individual will receive all the necessary training & support to ensure this individual is highly successful!
 Present at the reception desk at all times, when possible to welcome the team & their VIP guests; always available to assist with any administrative requests
 Keep a close eye on partners’ schedules and be prepared for the day/week
 Effectively communicate regularly with the Partners ensuring all their meetings in the
office are organized & flawless
 Liaise with SF team frequently on meeting coordination & office procedures
 Event planning to include research of venues, budget planning, coordination of all details, from concept to execution
 Travel planning – assist with research and creation of itineraries for individual or group travel to include flights, activities, restaurants etc.
 Special projects that will require an inquisitive & creative mind and be able to do the necessary research and complete in a timely manner, adhering to deadlines
 Manage expenses and reimbursements using online expense program Expensify
 Communicate effectively with San Francisco team and local outside vendors
 Organize and schedule meetings and events
 Coordinate and oversee all office management, with daily walk throughs of the space to
ensure all areas are in excellent condition from top to bottom
 Weekly inventory of supplies, kitchen and bathroom and order as needed
 Strict adherence to budget & accounting duties in accordance with company policy and
communicate regularly/monthly with SF OM
 Run local errands, make lunch & dinner reservations, schedule appointments, etc
 Flexible with work hours based on meeting schedule, office management and guest
Qualifications and Skills
 Bachelor’s degree preferred
 Minimum 3+ years work experience in an administrative support role in the field
 Take charge, can do attitude, independent thinker
 Ability to maintain strict confidentiality on all levels, at all times
 Proactive, keeping a close eye on partners’ schedules and be prepared for the day/week
 Self-starter and effective at problem-solving; productive & goal-oriented
 Works well under pressure, able to react quickly & thoughtfully
 Excellent written and oral communication skills, adept at listening, proficient in Office
and Google Suite, Slack, Telegram, Signal, WhatsApp,, organizational tools
 Strong attention to detail & passion for organization
 Reliable transportation – MUST live within 30 minutes of the office, parking in the
building to be provided
 Adhere to a work / life balance lifestyle and love what you do
Salary: $80K plus performance-based bonus Medical & dental

To apply for this job email your details to