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Office Manager and Executive Assistant

Company: FalconX
Location: San Mateo
Posted on: November 17, 2022

Job Description:

FalconX is building the world's smartest institutional brokerage for digital assets
FalconX is building the world's smartest institutional brokerage for digital assets. FalconX is one of the fastest-growing startups in FinTech. We are a digital asset brokerage delivering best-in-class pricing and execution capabilities for institutional traders and investors. Our vision is to exponentially grow the digital asset ecosystem with industry-leading prime brokerage solutions.
We are data-driven. Whether it's a growth or product decision, we believe data can always help us make more precise and informed choices.
We move fast. Speed of execution is essential for any startup, but we believe this is even more pertinent in our nascent industry.
We value diversity and debate. We believe the direction of our company is shaped by opposing viewpoints and experiences, and that this diversity helps us learn and maximize our opportunity for success.
FalconX is headquartered in Silicon Valley and has offices in Chicago, Bangalore, and Malta.
Who is on the team?
We are entrepreneurs. More than half of us have experience founding a company. We come from leading institutions including Google, LinkedIn, Jump Trading, Citadel, Goldman Sachs, Harvard Business School, Carnegie Mellon, IIT + more. We are backed by some of the best investors in the world including Accel, Altimeter Capital, B Capital, American Express, Coinbase, Fidelity, Lightspeed Venture Partners, Mirae Asset Global Investments, Sapphire Ventures, and Tiger Global Management.
Why do we need you?
As an Office Manager and Executive Assistant, you will work closely with key members of the executive team on high-priority initiatives across the organization - helping shape the future of FalconX and the fintech industry. This position will work with leaders to solve a wide range of top priority workstreams - from scaling early product offerings, to building new functions within the organization, and identifying key business initiatives for the company to pursue. You will dive into some of the most complex work streams in the organization and work closely with cross-functional teams to prepare FalconX for the next stage of growth. You will serve as the front line for the San Mateo office - managing vendors, building management, security, guests, and more. You will be relied on for process-oriented and analytical work but also feel comfortable dropping into key problem areas, rolling up your sleeves, and solving problems in a very hands-on manner.
Responsibilities

  • Assist 2-3 VP level executives with calendar management, deadline tracking, and time management
  • Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports
  • Assist executives with travel arrangements, budgeting and expense reports
  • Help develop the administrative structure of the organization for scale
  • Oversee and support all administrative duties in the office and ensure that office is operating smoothly
  • Manage office supplies inventory and place orders as necessary
  • Perform receptionist duties: greet visitors, host vendors, etc.
  • Receive and sort incoming mail and deliveries, and manage outgoing mail
  • Develop office policies and procedures, and ensure they are implemented appropriately
  • Assist with office layout planning and office moves, and with managing and maintaining IT infrastructure
  • Manage office budget
  • Identify opportunities for process and office management improvements, and design and implement new systems
  • Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports
  • Collaborate with the rest of the executive office team to lead company wide cultural initiatives and foster a positive work environment.
    Qualifications
    • Bachelor's degree in business administration, communications, or a related field
    • 2-5 years of work experience in an administrative/office management role, with
    • preferred experience working with VP or C-Suite level executives
    • Must have exceptional attention to detail
    • Strong organizational and time management skills, and ability to prioritize
    • Must be a self-starter and driven
    • Excellent communication and interpersonal skills
    • Strong problem-solving skills and analytical abilities
    • Must be proficient with Google products
    • Preferred experience managing small IT

Keywords: FalconX, San Mateo , Office Manager and Executive Assistant, Executive , San Mateo, California

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