| Job Summary
A full-time position as Executive and Personal Assistant to a venture capitalist and entrepreneur who owns several businesses and investments heavily in commercial real estate and high growth start-ups.
The principal is looking for someone to be his right hand person in organizing all that he does, which includes but is not limited to doing administrative tasks, running business and personal errands, project management and doing special projects, organizing his files, relationships, calendar, and life for the goal of making his life easier and more efficient.
Ultimately, he needs someone to help take activities off his plate so he can be more effective and efficient with his time and resources. His time is under constant demand and so he needs to better organize time-consuming tasks that others can do.
The goal of this position is someone who will help both on professional level in terms of helping him manage his small venture capital investment business and his overall career, as well as help manage his personal life, such as coordinating detailed travel itinerary for him and his family, coordinating with multiple key business relationships and so forth.
Responsibilities and Duties
Activities include, but not limited to the following:
- Reputation Management – Help manage principal’s investment business and personal brand, operating social media accounts and other forms of media to meet career and personal reputational goals (e.g. website, blogs, Facebook, Linked-In, Twitter, etc.).
- Relationship Management – Contact and respond to people on principal’s behalf via phone, email, letters, etc. Organize key relationships to have more effective and better quality relationships for both business and personal.
- Research – Conducting research of special topics of interest to principal and develop reports addressing specific research issues. Sometimes, the research topics are detailed and may require specific expertise, so it may need to be outsourced. But other times it’s quick and simple.
- Project Management – Oversee multiple projects, which includes researching, analyzing, selecting, hiring, and managing contractors for specialty services, work, and projects both for businesses and household.
- Task Management – Manage multiple tasks, whether administrative or otherwise, and constantly take tasks and activities off of principal’s plate.
- Bookkeeping – Manage books and payments for the smaller businesses, investment company, personal finances. Meet with CPA, financial advisor, and individual business CFO or President.
- Purchasing – Make good purchasing decisions on principal’s behalf as necessary and make payments as necessary, both personal and business.
- Calendar Management – Schedule meetings, phone calls, book travel, and organize clear itineraries, etc.
- File Management – Organize files and documents in electronic format easily accessible.
- HR Management – Although this is a small venture capital firm managing part of the principal’s personal investments, from time to time, the principal develops new business concepts and models and hire additional full-time staff before he turns it over to a full-time CEO or President to run with it
- Technology Management – Manage personal technology items and new technology upgrades, including but the limited to laptops, smart phone, media accounts, email accounts, etc.
- Report Management – Prepare and deliver summary dashboard reports and detailed weekly report of all activities and update on all tasks along with other projects and/or financial reports.
- Errands – Run errands both for business and personal life, including errands and work for principal’s wife from time to time. May include picking and driving principal’s children places.
- Communication – Write and/or edit documents (Word, Excel, PowerPoint, etc.), transcribe and write letters, attend meetings on principal’s behalf, etc. Act as primary gatekeeper and liaison.
- Other – Whatever needs done to make the principal’s life and work more effective, efficient, and easier.
Qualifications and Skills
- Previous experience as an executive, personal and/or administrative assistant.
- Ability to organize, manage, and report on multiple projects and tasks.
- Tech savvy and strong computer skills (Word, Excel, Outlook, PowerPoint, Internet, QuickBooks, Salesforce, social media sites, etc.).
- Social media and internet website management experience is a plus, but not necessary.
- Must be extremely loyal and able to represent principal and his interests very well.
- Positive attitude, self-motivated, and absolutely dependable.
- Strong written and verbal communication skills.
- Some bookkeeping and reporting experience is another plus.
- Ability to solve problems and discover creative solutions without constant management interaction.
- Unquestionable ethics and integrity. Must be Extremely trustworthy and honest.
- Polished appearance, utmost professional, and high sense of discretion and discernment.
- Enthusiastic, tenacious and comfortable working for a highly entrepreneurial person.
- Availability to be on call after hours and on weekends although most of the work is done within a regular workday and workweek.
- Ability to work on urgent projects when urgency is needed.
- Self-starter, self-motivated, self-managed, and driven by performance with a servant’s heart.
- Must be able to work independently and enjoy getting things done as the principal works from his home office most of the time, as well as work well with others.
- A “whatever needs done” mentality.
- Excellent references.
Benefits
- Involvement in all appropriate areas of principal’s life and businesses.
- Non-corporate, casual, entrepreneurial, comfortable, fun and proactive work environment.
- Demanding, yet flexible hours and work environment. Very flexible with the work hours, time off, etc., as long as the key time sensitive work is done.
- Competitive compensation for the right individual.
Job Type: Full-time
Salary: $45,000.00 to $50,000.00 /year
Job Location:
Required education:
- High school or equivalent
Required language:
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