Administrative Assistant (Contract Position)

Company:

Sapphire Ventures, LLC (“Sapphire”) is a leading global technology-focused venture capital firm with ~$10.8 billion in AUM(1) and team members across Austin, London, Menlo Park and San Francisco. For over a decade, Sapphire has partnered with visionary management teams and venture funds to help scale companies of consequence.  Sapphire is a technology-focused Venture Capital firm that focuses on helping growth-stage technology companies become category-defining leaders.

Since its founding, Sapphire has invested in more than 170 companies(2) globally resulting in more than 30 IPOs and 45 acquisitions(3). The firm’s investment strategies — Sapphire Ventures, Sapphire Partners and Sapphire Sport — are focused on scaling companies and venture funds, elevating them to become category leaders. Sapphire’s Portfolio Growth team of experienced operators delivers a strategic blend of value-add services, tools and resources designed to support portfolio company leaders as they scale.

The firm enjoys an open-door, collaborative culture - and spirited intellectual debate is encouraged!

What You’ll Do:

Sapphire Ventures is looking for an assistant to work in their UK London office. In this position, you will provide high-level administrative support to 2 executives at Managing Director and VP levels (primarily calendar, travel, and expense management). You will also assist with special projects, collaborate virtually with the other Executive Assistants on a regular basis, and handle basic office management duties (as outlined below).

What We’re Looking For:

Our ideal assistant will support at least 2 executives in a fast-paced, friendly venture capital firm. We value superb communication skills (verbal and written). Attention to detail is critical, as is confidentiality and a bias towards action. We’re looking for someone who derives joy in navigating complex daily calendars, demonstrates excellent judgment when juggling competing priorities and is proactive in managing busy executives.  In addition to the traditional EA role there will be light office management duties as well as the opportunity to take on special projects related to the team you are supporting. 

**Note this role is a contract position and is expected to last no more than 12 months.**

Responsibilities include:

• Heavy scheduling and high-volume, complex calendar management––manage constantly changing calendars to maximize efficiency of your team
• Coordinate extensive and complex travel arrangements (domestic and international) – including flights, hotels, meals, car service, international visas, itineraries, etc.
• Prepare and submit expense reports in an accurate and timely manner
• Thorough and strategic contact management for your team
• Greet and seat visitors, set up/break down conference rooms for meetings, and ensure a positive experience for all office guests. Seeking an EA who is very polished and “client-facing”, as there will be significant online and in-person interaction with many C-Suite executives on behalf of the supported executives.
• Serve as an active member of the EA team, helping other team members as needed.

• Perform various Office Management duties (15%):
  • Serve as a point of contact for main office vendors such as maintenance, mailing, supplies, equipment repair. Monitor office machines and systems, and problem-solve issues as needed (including copiers, mail sorting and conference room scheduling).
  • Monitor and maintain inventory of necessary office supplies; order supplies as needed to keep basic supplies stocked, and to fulfill special requests from staff.
  • Maintain responsibility for general office upkeep and “look and feel.” This includes keeping supply areas stocked, clean and functional.
• Other Support (5%)
  • Provide event support and planning as needed, including retreats, meetings, staff events. This includes logistical research and planning, day-of support, and invoice/billing management.
  • Support other functional areas and members of the organization’s leadership team with special projects as needed. May include projects in HR, Recruiting, Marketing, Development, Finance or Programs.

Skills Qualifications:

• VC, finance and/or recruiting firm experience preferred.
• 2+ years of administrative experience supporting multiple executives
• Exceptional calendar management skills (using Outlook)
• Experience booking and managing complex travel itineraries for multiple executives
• Strong technical skills - advanced knowledge of Microsoft Outlook required; familiarity with CRM (Affinity) and productivity tools (Slack, etc.) ideal
• Have an ability to multitask, process emails and prioritize tasks in a timely fashion with little-to-no supervision
• Organised, efficient, and have superb attention to detail
• Possess outstanding communication and interpersonal skills, always acting poised, professional, articulate and calm regardless of the situation
• Strong problem solver - able to anticipate issues before they arise and proactively find/recommend solutions
• Ability to take and give feedback; consistently work to achieve better results
• Trustworthy - handle highly confidential/sensitive matters with discretion and tact
• Dependable and consistent, taking pride and ownership in work

Personal Qualifications:

Culture is critical to us, and we are transparent about our vision and principles:

• Team Player - Experience with and passion for teamwork and cross-functional collaboration
• Dedicated to Winning – Willing to take on a new challenge and taking the risk to be successful
• Intellectual Curiosity - Exhibits an entrepreneurial and creative ethos and is continually compelled to learn and explore new ideas
• Authentic Relationships - Relationships are the key to driving our collective success. Superb at nurturing authentic, diverse, and congenial long-term relationships 
• Excellence - Put your passion for business support to work
  

Every day our team is honored to work with entrepreneurs and innovators from every corner of the globe, and we aim to build a team that reflects the diversity of our portfolio. We aren’t looking for someone who ticks every single box on a page; we’re looking for lifelong learners who can bring their own perspectives and unique experiences to make us better. If you think you’d be a great fit, then please get in touch and tell us about yourself. 

NOTE:

• “AUM” (Assets Under Management) represents Sapphire’s Regulatory Assets Under Management as of 12/31/2023 per ADV filed March 2024
• “Figures represent all Sapphire direct growth investments made since the firm’s inception in January 2011 thru September 2024.
• Figures represent all Sapphire direct growth investments that have had an IPO or public listing from the firm’s inception in January 2011 thru September 2024. The specific companies identified may not be representative of all of Sapphire’s investments and no assumption should be made that the investments identified were or will be profitable. A complete alphabetical list of Sapphire’s investments made by its direct growth investing funds is available here.

For more information about Sapphire please visit www.sapphireventures.com