Is this role right for you?
The ideal candidate is someone with experience in executive assistant support roles.
We’re looking for someone who has a desire to help the operations of a small team and all of its team members be more efficient and effective. This involves a keen eye for details, being consistent with follow up, following through on any task provided, and having a customer service approach with the team members of Ridgeline as well as all external parties and stakeholders.
We’re looking for a strong utility player who can respond in a fast-paced environment, who knows how to be persistent, who is dependable, and who finds value in tackling administrative and operational support tasks because it helps Ridgeline achieve our long-term goals.
We’re looking for someone who takes pride in effective calendar coordination, project management, email communication, supporting on marketing-related projects, supporting one of our portfolio companies with customer service support activities, and overall executive assistance. We’re a flat organization that looks for team members who can manage their own workstreams, time and priorities based on the job requirements. A self-driven team member is essential.
This role is not for you if… you are looking to move into an investment role in the future. This role will not play a role in our investment decision making. We are seeking a team member who gets their energy from playing an administrative support role function.
Job Overview
The Executive & Administrative Assistant is an important team member. With the high demands on the time of the Managing Partners and other team members, this role will be a critical person to help unlock the time of those people and allow them to focus on the most important tasks. Having strong experience coordinating calendars, scheduling meetings, booking travel, handling email correspondence, and other administrative activities will be important duties that allow Ridgeline to be more effective as a company.
This role will also be responsible for some special projects and marketing-related activities, such as organizing events, coordinating and preparing an email newsletter, managing our company LinkedIn page, assisting with the compilation of our quarterly portfolio company reports, and more.
This position will also support one of our portfolio companies with approximately 8-12 hours per week in customer service/coordination related activities such as completing customer setup forms, communicating with freight providers, promotional submission and validation, processing sample requests, and other related duties.
In addition, this role will provide personal assistance to the Partners of Ridgeline, which may entail periodically running errands, setting up personal appointments, booking travel, and other similar personal assistance activities.
Duties & Responsibilities
Ridgeline Ventures Duties (25-30 hrs/week):
- Schedule management & meeting coordination – Coordinate meetings for Ridgeline team members, including internal team meeting coordination and meetings with external parties such as portfolio companies/boards, entrepreneurs, business owners, investors, and other parties.
- Travel coordination – Coordinate and book travel for team members, including flights, hotels, and car rentals.
- Administrative duties – Assist with firm-wide administrative duties such as office management, communicating with the landlord, managing our general Ridgeline email inbox, working with service providers as needed, reviewing and editing documents as needed, managing our G Suite account, and more.
- Special Projects, Event Planning, Marketing-related tasks – Organize and plan events that Ridgeline hosts, manage the preparation and distribution of our newsletter, manage Ridgeline’s LinkedIn presence, implement light website updates, assist with preparation of quarterly portfolio reporting, and execute other projects as assigned.
Personal Assistance to Ridgeline Partners (2-3 hrs/week):
- Provide personal assistance and support on personal matters as requested. This could include booking personal travel, running errands, setting up personal appointments, conducting research, and more.
Portfolio Company Duties (8-10 hrs/week):
- Support the VP of Sales of one of our portfolio companies on a variety of administrative and customer support related activities, including the following: completing new customer and item setup forms, provide support in managing promotions, run sales and inventory reports from 3rd-party distributor portals, assist in reviewing weekly store-level reports, coordinate the shipping of samples and coupons for potential new customers and broker sales teams, and other duties as assigned.
Skills and Experience Required
- 5-20 years of experience in an executive assistant or administrative assistant role. We’re looking for someone who has been in a similar role before.
- Experience managing the calendar of 2 or more executives simultaneously.
- Strong email communication skills and etiquette.
- Experience scheduling multiple meetings at once and following through with scheduling inquiries.
- Comfort and experience using G-Suite – Gmail and Google Drive in particular and exposure to G Suit Admin is a big plus.
- Proficiency in MS Office Suite (Excel, Powerpoint, Word).
- Demonstrated track record successfully researching, managing and coordinating projects.
The Ideal Candidate
- Highly detail-oriented.
- A people person with excellent customer service skills and friendly with email communication.
- High energy and upbeat.
- Strong relationship-building skills with an ability to connect with others.
- A team-player through-and-through; supporting co-workers and willing to help out in any way needed.
- A high degree of professionalism, integrity and trust-worthiness.
- Experience thriving in an autonomous environment.
- A self-sufficient problem solver; someone who enjoys figuring out how to do things.
- A self-starter; ability to flourish with limited direction provided.
Ridgeline Ventures is an equal opportunity employer and values diversity at our company. We do not discriminate against otherwise qualified applicants on the basis of actual or perceived race, color, creed, religion, ancestry, citizenship status, age, sex, marital status, sexual orientation, national origin, disability or handicap, veteran status, or any other characteristic protected by applicable federal, state or local laws.
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