Executive Assistant

USD $112,893.00/Yr.
USD $146,774.00/Yr.
Percentage of Salary

Company Overview:

In-Q-Tel (IQT) is a not-for-profit that serves and powers the national security interests of the U.S. and its allies, providing the most sophisticated source of strategic technical knowledge, insights, and capabilities. IQT powers its partners ahead of the curve through cutting-edge research, strategic investments, exploration and applied research, and acceleration of capabilities.

Benefit Overview:

IQT understands that life is more than just work. We offer a wide variety of benefits designed to support the whole person including but not limited to:

• Health, Dental, & Vision Insurance
• 401k Plan
• Unlimited Vacation
• Tuition & Professional Development Assistance
• Student Loan Repayment & College Savings
• Parental Leave
• Family Forming Support
• Child/Elder Care Support
• Gym Stipend
• Wellness Perks
• Telework & Flexible Schedule

Visit our website to learn more!

Job Overview:

This role is responsible for providing operations administrative support to the Menlo Park, CA Office. The Executive Assistant is a vital role responsible for ensuring the smooth operation of a busy office. The candidate will be responsible for providing administrative support to the Investment team, meeting coordination, expense reporting, facilities management, and other office operations. The ideal candidate will be a problem solver and possess a positive attitude and customer service mentality.

• Manage multiple fluctuating calendars by planning and scheduling calls, meetings, and conferences across different time zones, while adjusting for last-minute changes
• Work closely and effectively with employees to keep them well informed of upcoming commitments and responsibilities
• Prepare and coordinate preparatory documentation, reports, presentations, financial data, and proactively handle logistics for meetings
• Track deadlines and meetings; prioritize conflicting needs, handle matters expeditiously, proactively
• Make travel arrangements (and re-arrangements, as needed), expense reports, and purchase orders
• Responsible for maintaining the front reception desk, including greeting and escorting visitors
• Provide event coordination as needed for employee engagement activities onsite such as catering orders and setup/breakdown, monthly office socials, etc.
• Communicate with investors, entrepreneurs, executives, government representatives with discretion, confidentiality, and timeliness
• Liaise with building engineering and vendors for maintenance requests, maintain log and update key stakeholders
• Arrange for coverage or liaise with the Executive Assistant at headquarters when out of office
• Order, stock and organize kitchen and mailroom supplies
• Set up catering orders, lunches, and coordinate with housekeeping for daily service
• Keep track of purchases and support Amex reconciliation worksheet
• Clean and straighten up conference rooms in between meetings
• Retrieve and distribute mail and packages from UPS/FedEx/USPS
• Work with IT to troubleshoot office technology issues
• Perform other administrative duties as assigned

• Excellent Computer skills – Microsoft Office (Outlook, Word, Excel, PowerPoint, Project)
• Must be able to multi-task and prioritize several projects and details
• Able to work in an intense, high-energy, fast-paced environment
• Excellent organizational skills and detail-oriented
• Proactive – able to anticipate the next step without having to be directed
• Strong communication skills – written and verbal – not afraid to speak up and give feedback.
• Must be diplomatic.
• Exceptional follow-through skills
• Must take ownership of the position
• Positive attitude
• Bachelor’s degree OR 3+ years of experience

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.