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Hiring An Executive Assistant

Author(s)
Santosh SankarJon Bradford
Published Date
February 4, 2024
Tags
News
Source: Dynamo
Source: Dynamo

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Summary

  • We’re hiring an Executive Assistant. This role covers executive assistant, event management, and office management duties so that the Investment Team can work harder, smarter, and faster
  • A broad set of experiences could be well-suited for this role. This role is ideal for someone who has had Executive-level Assistant experience but equally, we see experiences in office management, retail banking, wealth management, bookkeeping, and events management being relevant
  • Apply here. Our application takes about five minutes and cannot be saved mid-flight

Dynamo Ventures is looking for an Executive Assistant in Chattanooga, TN to help the Partners and broader Investment Team work harder, smarter, and faster. The Investment Team is remote and spends a meaningful time on the road so this person will help manage home base. It’s essential to have somebody ensuring the lights stay on (literally) in our dynamic, entrepreneurial, get stuff done” environment. This role is ideal for someone who has had Executive-level Assistant experience but equally we see experiences in office management, retail banking, wealth management, bookkeeping, and events management being relevant.

Please apply here.

Key Responsibilities

This role covers three main areas and keeps the job interesting and varied.

Executive Assistant

  • Support LP relations by answering basic questions, troubleshooting with Carta (our investor portal software), and keeping our CRM updated as directed by the Partnership
    • LPs or Limited Partners are investors that back a fund
  • Assist with Dynamo’s portfolio companies by onboarding Founders of new portfolio businesses, purchasing and shipping gifts, helping Partners track investments, and performing other administrative tasks
  • Manage all vendor relationships (property management, IT, insurance, etc)
  • Manage the HR and technology needs of the broader team
  • Assist with travel as directed by the Investment Team
  • Support efforts to maintain and improve internal operations as directed by the Investment Team
  • Organize and manage all software and information/data subscriptions
  • Collaborate with our accountant to ensure that expenses are properly tracked and bills are paid
  • Ad hoc duties to support the Managing Partners (podcast prep, coordinating media, etc)

Event Management

  • Manage and execute our Annual General Meeting and Portfolio Day in NYC
    • Our Portfolio Day brings together Founders from across our portfolio to listen to experts share best practices across a variety of competencies including sales, engineering, product management, etc
    • Our Annual General Meeting brings together our investors for an annual update on our fund and investments
  • Coordinate and manage our Hub + Spoke in Chattanooga each fall
    • Hub + Spoke is an annual event that brings together Corporates and Startups in our network. For Corporates, it helps facilitate practical engagement and discussion around supply chain innovation while Startups benefit from programming and introductions to help grow their business
  • Launch and execute our first CEO Summit in Chattanooga
  • Help coordinate one-off events as directed by the Investment Team

Office Management

  • Oversee and distribute office mail
  • Coordinate catering, coffee, or other special accommodations as needed
  • Purchase office supplies as necessary
  • Greet visitors with a warm, friendly welcome

Key Requirements

  • 2+ years of professional experience required
    • Bachelor’s degree preferred
  • Professional, confident, enthusiastic, and detail-oriented self-starter
  • Ability to work in a fast-paced and dynamic environment while exercising good judgment
  • Advanced skills in Microsoft applications (Word, Excel, PowerPoint, Outlook), Google applications (Gmail, Slides, Docs, Drive Google Drive)
    • Familiarity with Notion is a bonus
  • Knowledge of communications systems such as Slack
  • Knowledge of CRM systems such as Salesforce (we use Affinity that is purpose built for VC firms)
  • Located in Chattanooga, TN
  • Demonstrated accomplishments in the following areas:
    • Coordinating and maintaining follow-up on a number of projects simultaneously
    • Handling confidential information in a strictly professional manner
    • Consistently completing high-quality work product

Key Qualities

The ideal candidate will possess the following qualities:

  • Capability to observe how tasks are performed and execute in a similar manner
  • Strong attention to detail
  • Great active listening skills
  • Ability to handle tasks with little or no direction
  • Consistently deliver high quality work product
  • Focused on outcomes/getting stuff done while still prioritizing high-quality work product
  • An ability to simplify otherwise complex topics
  • Exceptional organizational skills
  • Ability to work in a fast paced environment
  • Comfortable with new technologies
  • Willingness to learn on the job
  • Have strong commercial and common sense
  • An ability to take constructive feedback
  • Excellent written and verbal communication
  • Team player with zero ego
  • Strong self-awareness

Benefits

  • Competitive salary
  • Medical, dental, and vision insurance
  • Contribution to the Dynamo’s SIMPLE retirement plan
  • Eligible to participate in our Carried Interest plan
  • Paid holidays
  • Unlimited vacation
  • Ability to work remotely

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