Overview:

We are looking for a dependable team player with  initiative, a strong work ethic, super organization skills and a positive attitude to help create the most productive and enjoyable work environment possible for a rapidly growing results-drive and fun-loving but somewhat disorganized venture-backed start-up in downtown Palo Alto.  The ideal candidate will be a tactful and flexible office leader who will take over all aspects of managing a smooth running office and take pride in the accomplishment. This is expected to be a regular part-time role that could grow into additional hours and responsibilities.

Responsibilities:

This is a multi-functional role with two core responsibilities, managing the office and providing accounting support. Time permitting there are two secondary responsibilities, providing executive support for UpTake's president and supporting external marketing events.

Office management:

• Execute daily and regular tasks necessary to keep office running seamlessly--e.g. mail, office supplies, groceries
• Address unexpected events as priority and urgency dictate--e.g. broken office AC, phone & fax issues
• Deliver excellent first impression, greet guests, signage, directions on where/how to find team, maintain clean & tidy office
• Ensure office support--e.g. telecommunications, whiteboard pens, required for team to be productive
• Manage office budget to ensure effective, efficient spending
• Proactively ask for clarifications when needed
• As required:
  • coordinate all-hands and executive staff meetings
  • manage scheduling of recruiting interviews
  • coordinate on-site and off-site lunches for president and executive team

Accounting support:

• Obtain invoice approvals
• Review email from on-line accounts payable, print and distribute
• Prepare and mail deposits and signed checks (weekly)
• Reconcile employee expense reports and obtain necessary approval
• Reconcile and code corporate Visa cards
• Attach check stub to invoice and file
• Scan and file employee documents and vendor contracts as necessary
• Maintain a Master Vendor List for office services
• Maintain an active contractor list (primarily bloggers)
• Maintain accounting supplies

Executive assistant responsibilities (time permitting)

• Schedule interviews and meetings
• Arrange travel
• Misc. tasks and errands-e.g expense reports
• Provide end-to-end communication and organization
  • e.g. proactive follow-up to ensure executives understand where project/request is
  • e.g. print out travel details in Outlook Calendar as requested
• Proactively ask for support and clarification when needed

Experience required:

• 3-5 years experience managing all aspects of a start-up office
• Some prior experience supporting accounting and admin
• Appreciation for detail, diligence required
• Strong organizational and multi-tasking skills required
• Ability to be discreet and maintain confidentiality
• Must have positive attitude and ability to be flexible, adjusting to the fast paced and ever changing dynamic needs of a start-up
• Skilled in Microsoft Office applications including Outlook