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Executive Assistant

3 months ago

San Francisco, United States Heavybit Full time
Job DescriptionJob Description

About the Role

We are looking for an experienced & professional Executive Assistant to join our small, friendly team. As EA you will provide direct support to 2 senior Heavybit partners. Your role will include administrative responsibilities such as making travel arrangements, coordinating calendars, filing expenses, scheduling meetings with founders & investors, responding to emails on the partners’ behalf, event and project coordination, and light office duties. You should be highly organized, detail-oriented, capable of moving multiple things forward with minimal supervision while communicating effectively. An ideal candidate is able to anticipate & address the needs of the partners and work together with the team to ensure their time with prospects and portfolio cos is maximized. This is a full-time hybrid position based in San Francisco and as such candidates must be available to be in-office regularly.

About Heavybit

Heavybit is a leading early-stage venture capital fund focused on enterprise software, developer tools and AI. We’ve invested in category-defining companies like Snyk, CircleCI, PagerDuty, and LaunchDarkly. Our portfolio has raised over $2.5Bn and we have helped grow 60+ enterprise software teams with a combination of our investment capital, our 1:1 advice, and support from our community of 600+ domain experts. Based in San Francisco, Heavybit is an equal opportunities employer and we are looking for talented & energetic people to join our distributed team.

Responsibilities
  • Complex Calendar Management: Manage an intricate calendar for your Partners involving multiple parties, ensuring effective time management and meeting flow. Organize executive meetings, including board meetings across various companies, ensuring all agendas, minutes, and follow-ups are meticulously prepared and executed.
  • Event Coordination: Lead setup and teardown of in-person meetings and monthly events including greeting visitors, setup and teardown of meeting rooms, coordinating food and beverages, and where appropriate, registration and guest check-in.
  • Strategic Communication Coordination: Act as a liaison between the Partners and key stakeholders, ensuring seamless communication and timely responses. This includes updating investor and company information in CRM systems.
  • Light Office Management: Handle all aspects of building maintenance and management including being point of contact for deliveries, landlord, vendors, cleaning, and security. This requires being in the office 5 days a week but is light office management as office primarily has only 10-12 ppl working out of it at any given time.
  • Travel and Logistics Management: Coordinate extensive travel plans, including international travel, ensuring all aspects are seamlessly organized per the Partners’ commitments. File appropriate expense reports and coordinate with the accounting team.
  • Document Preparation and Presentation: Draft, edit, and prepare complex documents, reports, and presentations for various business needs.
  • Brand Representation Support: Assist the Partners in their roles as the face of the firm including preparation for public speaking events, interviews, and media appearances.
  • Confidentiality and Discretion: Handle sensitive and confidential business and personal information with the utmost discretion.
  • Project Management: Lead and manage special projects as the Partners direct, ensuring alignment with business objectives. Track important tasks and deadlines for managers and communicate effectively upon completion.

Environment, Position & Hours
  • This is a full time position and Heavybit’s typical business hours are Monday through Friday, 8:30am to 5pm (PST) with some evening events.
  • This is a hybrid role however candidates must be available to be onsite in our Hayes Valley office 5 days a week with the occasional need to respond to time sensitive requests outside normal business hours.

Our Commitment to Diversity: Heavybit is an equal opportunity employer, and we’re proud of our ongoing efforts to foster global diversity, equity, & inclusion in the workplace. Individuals seeking employment and employees are considered without regard to race, color, religion, national origin, age, sex, gender, gender identity, gender expression, sexual orientation, marital status, medical condition, ancestry, disability, military or veteran status, or any other characteristic protected by applicable law.

Requirements

  • 3yrs+ Executive Assistant experience in a fast-paced start-up, venture capital or financial service company
  • Technology savvy and proficient with GSuite, Notion, Zoom, Slack, CRMs, and other modern SaaS productivity tools
  • Outstanding organizational and time management skills with the ability to prioritize across multiple tasks
  • Event planning or project management experience
  • Excellent verbal and written communications skills
  • Attention to detail
  • Discretion and confidentiality

Benefits

  • Pay range starts at $80k, based on experience with additional annual performance-based bonus
  • 401K with employer contribution
  • Commuter benefits
  • Comprehensive health plan including vision and dental
  • Bi-weekly team meals
  • Flexible time off and vacation policy