Change the World!

By |

POSITION:  (Hybrid)

Executive Assistant to Founder

 

ATTRACTIVE FACTORS:

  • Opportunities for event planning and ad hoc project management
  • Supporting a well-known and regarded down to earth female founder
  • Exposure to innovative female and diverse founders and portfolio companies focused on positive world and humanity changing technologies

KEY RESPONSIBILITIES:

Executive Assistant to Managing Director 

  • Sophisticated calendar management for a rapidly changing schedule
  • Assist with processing paperwork for new startups
  • Draft, review, redline and/or comment on and proofread documents and charts as needed; transcribe partner notes or edits to emails or documents and charts.
  • Provide logistical support for meetings in the office and elsewhere.
  • Manage complex travel arrangements.
  • Track expenses; manage credit cards and receipts.

Relationship Management Support 

  • Update and maintain partner/firm contacts using Customer Relationship Management (CRM) system.
  • Knowledge of LinkedIn to research new and existing contacts and extend invitations to connect via LinkedIn to contacts met in office and at events. Respond to requests for connection using defined criteria.

Event Management 

Arrange all aspects of firm annual meeting and other events including identifying, inviting and scheduling participants and speakers; arranging for meals, materials, decorations, gifts, AV; and coordinating necessary local transportation.

TOP KEYS FOR CLIENT:  

  • Able to work in a fast-paced environment and adapt quickly to changing needs and priorities.
  • Enjoy being part of a high performing team but work largely independently.
  • Provide regular updates to the Managing Director to review and move actions forward. Track required actions until they have been completed.
  • Demonstrated ability to think and act strategically and exercise sound judgment.
  • Skilled at developing and maintaining personal and business relationships and representing
  • Highly motivated to produce work that demonstrates excellent attention to detail, accuracy and, when needed, thoroughness.
  • Be learning and research oriented. Use information resources to update job skills and knowledge.
  • Ask questions as needed.
  • Highly Advanced MS Office skills (Word, Excel, and PowerPoint) and technology savvy. Able to serve as a resource in utilizing technology and office equipment.
  • Experience with CRM software like Affinity, Salesforce, Google (Contacts, Calendar, Docs, Drive), bill pay systems, and online banking preferred.
  • Possess a valid Driver’s License. Own or have ready access to a car in safe, good working order that can be used for work duties as needed. Have vehicle insurance on any vehicle used for work duties.
  • Able to ascend steep stairs due to office location, occasionally lift and/or move heavy objects (packages, deliveries).
  • Embraces diversity.
  • Bachelor’s or higher degree preferred. Regardless of education received, a high degree of drive, intelligence, common sense, and communication skills (written, oral, and interpersonal) are required.
  • Five to ten years’ professional experience as an executive administrator and/or legal secretary highly desirable. Prior experience in a fast-paced technology company, a top law firm, venture capital, management consulting, accounting or other professional services firm is a plus.

Job ID: GIS2022G6

Excellent Work Life Balance

By |

POSITION

EA to Founder

ATTRACTIVE FACTORS:

  • Close-knit, family friendly firm
  • Stability of team
  • Work life balance
  • Opportunity for growth and professional development
  • Fun company off-sites

 

KEY RESPONSIBILITIES:

The Executive Assistant will report to the COO and work closely with investment partners and the administrative support team. The Executive Assistant will be responsible for administrative functions supporting the Founder. Specific responsibilities and duties include, but are not limited to

 

  • Proactively manage scheduling of calendars; organize internal and external meetings and logistics coordination; manage the day-to-day meeting flow, reserve conference rooms, liaise with guests/clients and other members of EA team; prioritize meeting requests and work proactively to identify and mitigate schedule conflicts
  • Prepare presentation materials for meetings and company visits; pull meeting notes and other information for review in advance of meetings
  • Handle travel arrangements domestically and internationally, assistance in passport and itinerary coordination. Carefully considers and decides the optimum travel arrangements and itinerary for calendared meetings. Coordinate all details for ground transportation, hotels, restaurant reservations, with addresses and directions for all locations.
  • Prepare and submit expense reports in Concur; manage credit cards monthly; track approvals and reimbursement
  • Organize and archive company documentation, including meeting notes, board presentations, financial statements, and diligence materials
  • Prepare presentation material for Board meetings
  • Liaise with other staff

PA RESPONSIBILITIES

  • Make, track, and confirm all medical appointments
  • Submit, monitor, and track insurance claims, reimbursements, and billing for medical expenses
  • Make, track, and confirm personal travel arrangements, including commercial aviation and private-aviation membership
  • Monitor and assist with usage of credit-card points and mileage awards
  • Assist Family members and family staff with operations and upkeep of residences
  • Monitor and assist with memberships and their events calendars
  • Assist Family members and outside service providers with support or tracking of legal, accounting, tax matters, etc. as requested
  • Assist with philanthropic and volunteer initiatives
  • Assist with IT needs

 

TOP KEYS FOR CLIENT:

  • Committed to professionalism, high degree of personal and professional integrity
  • Committed to confidentiality, discreet
  • Team-oriented, proactive mindset; ready to roll up sleeves to help whenever others are overloaded or when a new need arises; non-hierarchical attitude and mindset
  • Highly detail-oriented, highly organized, resourceful, and communicative
  • Proactive, strong with follow-through
  • Accountable and dedicated with ownership over work
  • Able to be flexible and maintain a positive attitude in a fast-paced, changing environment where priorities often shift
  • Able to learn new software and technologies quickly and thoroughly
  • Able to work both independently and collaboratively across EA team
  • Track record of good judgment, able to learn the preferences and patterns of personnel supported
  • Able to multi-task, work proactively, and prioritize work appropriately

JOB ID: GIS2022A8