Administrative Assistant

POSITION OVERVIEWSunstone Management, a private capital firm that invests in diverse early-stage technology entrepreneurs, is seeking candidates for an Administrative Assistant in the Executive Administration Department, who will report to the Administrative Officer. This role is ideal for a proactive and resourceful individual who thrives in a fast-paced environment and takes pride in creating a welcoming and efficient workplace. The successful candidate will be highly organized, an excellent communicator, and adept at multitasking across administrative, operational, and event-planning responsibilities. As an integral part of our growing team, you will have the opportunity to gain hands-on experience in business administration, contribute to a collaborative team culture, and support a mission-driven organization. If you are a motivated professional with strong customer service skills, a keen eye for detail, and a passion for delivering exceptional support, we encourage you to apply and grow with Sunstone Management. KEY RESPONSIBILITIESFront Desk & Office ManagementOpening and closing office headquarters daily. Greet guests, verify parking validations, and ensure a professional and welcoming environment by arranging refreshments and directing visitors to meetings and events.Answer, screen, and direct incoming calls while assisting investors and providing high-level client support.Maintain the reception area, presentation area, and conference rooms by restocking supplies and ensuring cleanliness and organization.Monitor and maintain office and kitchen equipment and manage all service and building maintenance requests.Event & Communications CoordinationAssist in the planning, coordination, and execution of special events and daily meetings, ensuring an exceptional experience for visitors and guests.Gather updates from each entity and department, revise content, and prepare the weekly staff newsletter.Responsible for hosting monthly work anniversarybirthday celebrations and bi-annual team outings.Administrative & Operational SupportManage incoming and outgoing mail, client documents, and courier services to maintain efficient office operations.Assist with processing Certificates of Insurance (COI) requests across each entity.Support the Administrative Officer with other tasks as assigned.QUALIFICATIONSA high school diploma with at least two years of relevant experience, or a bachelor's degree in business administration or a related field.Strong attention to detail, with excellent interpersonal and written communication skills.Demonstrated integrity, professionalism, diplomacy, and discretion in all interactions.A proactive self-starter who thrives in a dynamic and evolving work environment.Exceptional time management and organizational abilities to balance multiple tasks effectively.Ability to anticipate challenges and develop proactive solutions.Strong communication and leadership skills to support internal and external stakeholders.A professional and approachable demeanor with a positive and team-oriented attitude.Proficiency in Microsoft Office Suite and the ability to quickly learn new systems.Flexibility to occasionally work evenings, weekends, and holidays as needed.DETAILSDeadline for applying is on Friday, February 28th, at 11:59 PM PST.Any questions? Email Jessica Dela Rosa, Administrative Officer, at . 

Created: 2025-02-21