Position: Executive Assistant – Japanese Bilingual
Industry: Venture Capital / Technology Investments
Employment Type: Full-Time Temporary / Contract Position
Assignment Duration: Expected through December 2026. Extension may be considered based on business needs.
Location: Palo Alto, CA
Work Arrangement: Onsite
Schedule: Approximately 9:00 AM – 5:00 PM. Limited flexibility may be available based on business needs.
Compensation: $30.00 – $40.00 per hour (DOE) Could be negotiable
Parking: Municipal parking pass provided
Position Summary
Executive Assistant & Office Coordinator will serve as a trusted partner to multiple General Partners, managing complex calendars, travel arrangements, meetings, reporting, and special projects. In addition, this role will oversee office operations, vendor relationships, and guest experience for our Palo Alto and San Francisco offices.
The ideal candidate is highly organized, detail-oriented, resourceful, and capable of exercising sound judgment while maintaining the highest level of confidentiality. Success in this role requires strong interpersonal skills, flexibility, and a proactive mindset.
Key Responsibilities
Executive Support
- Manage complex Outlook calendars for multiple General Partners
- Coordinate executive meetings, conference calls, video conferences, and board meetings
- Arrange domestic and international business travel, including flights, hotels, ground transportation, and dining reservations
- Prepare and distribute executive updates, meeting schedules, priorities, and action items as needed
- Build and maintain strong relationships with CEOs, Executive Assistants, and leadership teams at portfolio companies
- Serve as a liaison between executives and portfolio company management teams
- Track and maintain quarterly company and venture capital meeting schedules
- Conduct research on startups, venture capital activities, and industry developments
- Prepare monthly expense reports for executives and partners
- Support special projects and ad hoc initiatives as assigned
Office Management & Operations
- Serve as receptionist for the Palo Alto office by answering calls and welcoming visitors
- Coordinate conference room usage, guest accommodations, Wi-Fi access, and hospitality
- Manage relationships with office vendors, service providers, and property management
- Coordinate vendor contracts and renewals in partnership with the finance team
- Order and maintain office supplies, kitchen supplies, and groceries
- Coordinate daily lunch arrangements for partners and executives
- Support maintenance and operations of both Palo Alto and San Francisco office spaces
- Coordinate office usage requests from portfolio companies
- Assist with planning and execution of company events, meetings, and networking functions, including vendor and catering coordination
Qualifications
Required
- Bachelor’s degree required
- Proven experience supporting senior-level executives
- Advanced proficiency with:
- Microsoft Outlook
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Excellent organizational, communication, and time management skills
- Ability to handle confidential information with discretion and professionalism
- Strong attention to detail and follow-through
Preferred
- Prior experience supporting executives within a Venture Capital firm
- Experience working in a startup or entrepreneurial environment
- Experience managing multiple executives and competing priorities
- Bilingual Japanese/English communication skills are a plus
Ideal Candidate Profile
We are looking for someone who:
- Demonstrates exceptional professionalism and executive presence
- Possesses outstanding interpersonal and relationship-building skills
- Thrives in a fast-paced, dynamic environment
- Anticipates needs and proactively solves problems
- Works independently while collaborating effectively with a team
- Is highly responsive, flexible, and resourceful
- Maintains a strong sense of urgency and accountability
- Handles multiple priorities simultaneously without sacrificing quality
- Exhibits sound judgment, discretion, and confidentiality
- Brings positive energy, adaptability, and a collaborative attitude
- Has a genuine passion for supporting executives and helping organizations operate efficiently
