Executive Assistant

Executive Assistant

Join SE Ventures and power your career! Discover the opportunity to join an international, dynamic, and fast-growing venture capital fund investing in early-stage companies focused on climate change, sustainability, and industrial technology. Every day, we empower employees to achieve more and experience exciting careers. Backed by Schneider Electric and located on Sand Hill Road in Menlo Park, SE Ventures offers a collaborative, fast-paced environment where employees are encouraged to take initiative, contribute broadly, and grow their careers.

About the Role

The Executive Assistant will provide high-quality administrative support to designated members of the SE Ventures leadership team while contributing to the smooth day-to-day operation of the Menlo Park office. This is a collaborative, hands-on role requiring discretion, sound judgment, flexibility, and a positive, team-first mindset. In addition to supporting designated executives, this position will partner closely with the Head of Office Operations on routine office and team needs. Responsibilities may evolve based on executive, team, event, and office needs. The successful candidate will be comfortable stepping in where reasonably needed to help maintain a professional, organized, welcoming, and well-functioning workplace.

Key Responsibilities

• Manage calendars, travel arrangements, itineraries, and expense reports for designated executives.
• Coordinate meetings and appointments across multiple time zones with internal and external stakeholders.
• Facilitate effective communication between supported executives, SE Ventures team members, Schneider Electric colleagues, startup founders, investors, other venture capital firms, and external parties.
• Prepare meeting materials, organize correspondence, take notes when requested, and track follow-up items.
• Anticipate needs, identify scheduling or logistical conflicts, and proactively recommend solutions.
• Troubleshoot urgent travel, scheduling, and technology-related issues, particularly while senior leaders are traveling.
• Provide administrative and project-based support as business needs arise.
• Provide essential backup administrative coverage during planned PTO, sick leave, or other absences.
• Coordinate appropriate handoffs before planned absences and prioritize or escalate urgent requests that arise during unplanned absences.
• In partnership with the Head of Office Operations: Monitor inventory and assist with ordering, receiving, organizing, and replenishing office, kitchen, and meeting supplies.
• Regularly stock and organize snacks, beverages, coffee, refrigerators, and pantry areas.
• Prepare and reset conference rooms and shared spaces for meetings, visitors, catering, and office events.
• Greet visitors and help provide a professional and welcoming experience for external guests, visiting executives, and team members.
• Assist with catering orders, deliveries, setup, cleanup coordination, and other meeting or event logistics.
• Help receive office deliveries and coordinate routine vendor visits.
• Communicate facilities, equipment, supply, or workplace issues to the Head of Office Operations and assist with follow-through as needed.
• Provide coverage for essential day-to-day office responsibilities during the Head of Office Operations' planned or unplanned absence.
• Support local events, offsites, internal team activities, and visits from Schneider Electric executives or other external parties.
• Take on additional reasonable administrative or office-support responsibilities as team and business needs evolve.

Qualifications

Bachelor's degree or Five or more years of executive assistant, administrative, or office-support experience; experience within venture capital, private equity, investment banking, professional services, or another client-facing environment is preferred. Demonstrated experience managing executive calendars, travel, meetings, and expenses. Excellent verbal and written communication skills. Strong proficiency with Outlook and experience managing calendars and correspondence on behalf of senior executives. Proficiency with Microsoft Teams, Word, Excel, PowerPoint, and other Microsoft Office applications. Experience with Coupa for procurement and Concur for travel and expenses is preferred. Strong organizational skills and the ability to manage multiple priorities and deadlines in a fast-paced environment. Ability to exercise independent judgment, maintain confidentiality, and handle sensitive or critical matters appropriately. Proactive and resourceful, with a high degree of initiative, ownership, attention to detail, and follow-through. Positive, collaborative, and team-oriented approach, with a willingness to contribute to both executive support and hands-on office responsibilities. Curiosity and a self-motivated approach to learning new systems, processes, and skills. Professional, friendly, and welcoming demeanor. Ability to work onsite in the Menlo Park office five days per week and occasionally adjust working hours to support business, meeting, travel, or event needs.