Executive and Personal Assistant to the CIO and Co-Founder

Voleon is a technology company that applies state-of-the-art machine-learning techniques to real-world problems in finance. For more than a decade, we have led our industry and worked at the frontier of applying machine learning to investment management. We have become a multibillion-dollar asset manager, and we have ambitious goals for the future.
Your colleagues will include internationally recognized experts in machine learning research as well as highly experienced technology and finance professionals. The people who shape our company come from other backgrounds, too, including concert music performance, humanitarian aid, opera singing, sports writing, and the submarine service. You will be part of a team that loves to succeed together.
In addition to our enriching and collegial working environment, we offer highly competitive compensation and benefits packages, technology talks by our experts, a beautiful modern office, catered lunches, and more.
As the Executive and Personal Assistant to the Co-Founder, you will play a pivotal role in ensuring the smooth operation of the co-founder's professional and personal life. You will handle a wide range of administrative, executive, and personal tasks, allowing the co-founder to maximize their productivity and effectiveness. This role does not involve management or project management responsibilities but requires exceptional organizational skills, discretion, and attention to detail. This role is a means to make a difference: you will amplify their impact, and your success will enhance the company’s success.

Responsibilities

• Calendar Management: Efficiently manage the co-founder's complex calendar, scheduling meetings, appointments, and travel arrangements while prioritizing conflicting demands.
• Travel Coordination: Plan and coordinate domestic and international travel, including flights, visas, accommodations, and itineraries, while considering time zones and logistical details.
• Meeting Preparation: Assist in preparing meeting materials, agendas, and presentations, ensuring the co-founder is well-prepared for meetings and appointments.
• Documentation and Filing: Maintain accurate records, files, and documents, both digital and physical, to ensure easy retrieval and organization.
• Expense Management: Track and reconcile expenses, prepare expense reports, and manage reimbursements.
• Personal Support: Provide personal assistance to the co-founder, which may include organizing personal appointments, managing household tasks, and assisting with personal errands.
• Vendor and Supplier Liaison: Act as a point of contact for vendors and suppliers, ensuring timely payments and managing personal services.
• Confidentiality: Handle sensitive information with the utmost discretion and maintain a high level of confidentiality.
• Correspondence: Receive, screen, and respond to business and personal communications in coordination with the executive or on his behalf while communicating in a manner that reflects the executives: clear, courteous, professional, and timely.
• Errand Running: Efficiently run various physical errands, including those requiring car transportation.
• Research: Conduct ad hoc research on vendors, products, experiences, and other personal items

Requirements

• Proven experience as an executive assistant or personal assistant, preferably supporting C-level executives or founders.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite or other administrative software.
• Ability to handle multiple tasks and prioritize effectively in a fast-paced environment.
• Discretion and professionalism in dealing with confidential information.
• Strong problem-solving abilities and attention to detail.
• Flexibility and adaptability to changing priorities and tasks.
• A proactive and resourceful mindset.
• Authorization to work in the United States.
• Valid driver's license and access to a working, insured car.
• Home location with a short commute to Berkeley, CA.
• Ability to lift 15 pounds.

Preferred Qualifications

• Bachelor's degree.
• Experience working with Trello, G-cal, and Microsoft Outlook.
• Familiarity with productivity / organizational apps.

“Friends of Voleon” Candidate Referral ProgramIf you have a great candidate in mind for this role and would like to have the potential to earn $7,500 if your referred candidate is successfully hired and employed by The Voleon Group, please use this form to submit your referral. For more details regarding eligibility, terms and conditions please make sure to review the 

Apply for this role

Generate a tailored application kit with a matched cover letter, interview prep, and CV highlights — in under 60 seconds.

Apply Now →Generate Application Kit

Free account required — sign up in 30s

Report an issue

Company

The Voleon Group

View company profile →