Office Administrator, New York

About Foresite Capital 
Foresite Capital is a multi-stage healthcare and life sciences investment firm that applies rigorous scientific and data-driven approaches to investment analysis. The firm has $2 billion under management. Foresite Capital takes a collaborative approach to investing with its portfolio companies by providing a multidisciplinary team of scientists, engineers, analysts, and clinicians who understand the unique business models in healthcare in addition to capital. The company aims to address areas of great unmet clinical need over the long term by funding promising healthcare and life sciences businesses at all stages of their life cycles. Foresite Capital is based in San Francisco with an office in New York. 

About the office administrator role
Our New York office is located in west midtown.  The office currently has four team members, including managing directors and investment analysts, and is expected to grow over the next several years. The New York office works in close collaboration with our San Francisco headquarters, as well as other team members in offices around the country. We are seeking a versatile office administrator to manage the day-to-day running of the office. The team is supported by a strong executive assistant on the West Coast who handles most of the administrative requirements of the executives; this role will support that person and be the primary on-site coordinator of all office logistics. 

Responsibilities
  • Perform a variety of administrative tasks on behalf of the managing directors, clinical team and investment professionals in the New York office
  • Greet guests and assist guests through building security, as needed
  • Manage incoming phone calls and correspondence (e-mail, letters, packages etc.)
  • Maintain and order all necessary supplies and materials for the office
  • Coordinate telephone and IT support, and other activities to ensure efficiency
  • Assist other administrative staff with travel, calendar, team off-site meetings and conference registrations
  • Maintain company directory
  • Set-up and maintain office manual of instructions/preferences
  • Maintain and organize pantry, including ordering lunch as needed
  • Coordinate meetings, events, and team communications
  • Assist with presentations and presentation materials, including printing, filing and organization of presentations from external partners and potential portfolio companies
  • Build efficiency and effective responsiveness into existing operations, and help define new operational strategies
  • Perform other related duties, tasks and responsibilities as required from time to time

Qualifications
  • BA/BS degree
  • 3-5 years experience supporting an extremely fast-paced executive office with multiple competing demands on your time
  • High level of discretion and ability to ensure complete confidentiality on all business matters
  • Experience organizing and supporting projects from conception to completion
  • Deep understanding of process, project and program management practices
  • Ability to effectively communicate and collaborate with a diverse range of people and job functions
  • Excellent computer skills with expert knowledge of Microsoft office programs (Outlook, Word, Excel, PowerPoint) and Google Suite (Gmail, Calendar, Docs, Sheets, Slides) 
  • Able to juggle competing priorities, time-sensitive requests and occasional moments of pressure with a smile
  • Confidence with ambiguity – able to develop action plans by gathering necessary information and applying judgment as to the best path forward
  • Highly organized 
  • Excellent written and verbal communications
  • Background (academic or functional) in finance is preferred, especially experience working in a fund that does proprietary research
  • This role may require evening and weekend work at times

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