Executive Assistant

Position Title: Executive Assistant

Location: Remote; San Francisco, CA (Must be available during PST business hours.)

Minard Capital is seeking to fill two (2) Executive Assistant positions who will share support to our Founder & CEO Rachel Minard. Although there will be core skills and responsibilities shared between the positions, the two roles are distinct and will operate at different times of the day for maximum coverage.

Detail for both positions are included below and we ask that candidates please indicate their interest for one or the other in their Cover Letter.

Who you are:

• You possess extraordinary attention to detail with an unwavering work ethic, commitment to honesty, and a genuine care for people. You will go the extra mile at all times (because it's who you are) and you derive joy in being of service;
• You are tech savvy and take pride in providing high-level service to firm leadership, clientele and colleagues utilizing technology to promote efficiency, transparency, accountability and communication.
• You are a talented communicator with a confident and assertive speaking voice and knowledge of proper grammar, sentence syntax, and etiquette. You enjoy cultivating relationships and thoughtfully conduct outreach to ensure lasting connections are maintained;
• You are a very fast touch-typist who enjoys accurately memorializing the content and nuance of conversations into fastidious notes;
• Driven and ambitious with an insatiable desire to learn, you possess a creative, entrepreneurial spirit and a commitment to very high standards. No job is too small and you welcome direct, constructive criticism as an opportunity for growth and always push yourself to continue improving your skills, interests and abilities;
• You love solving problems and readily take initiative to contribute to projects to arrive at a workable, effective solution. You are equally satisfied working individually or as part of a group to complete projects and employ a ‘whatever it takes' attitude to meet deadlines;
• You enjoy routine tasks and take pride in their accurate and timely completion. As someone who is highly organized and tidy, you like arranging virtual workspaces and office systems to improve usability and productivity;
• You thrive under pressure in a fast-paced, ever-changing environment and use your can-do, friendly attitude and sense of humor to defuse tense situations, contribute to a fun team culture, and ensure your own positive well-being;
• You are adept in your command of Apple Products, Salesforce (or similar CRM), Dropbox, Google Suite, Microsoft Suite Zoom and other collaborative / project management tools; Bonus points if you've worked in InDesign or other Design applications as we design invitations, etc.
• And additional bonus points if you have prior experience supporting executives working within the institutional investment management industry and/or have an interest and exposure to capital markets.

What you'll do:

Shared Responsibilities (Both Executive Assistant Roles):

• Provide efficient, high-level and confidential support to the Founder & CEO in the management of time, resources, deliverables and strategic initiatives. Related duties include scheduling Google meetings and Zoom calls, coordinating travel arrangements and overseeing CEO's project management responsibilities;
• Update Salesforce database daily to reflect current information ensuring accuracy of contact details for clients, prospects, former clients and industry contacts;
• Collaborate with the firm's client management team in the logistical coordination of investor events, client roadshows, transcription of call notes, and other client-related events as assigned;
• In partnership with the Head of Operations, identify, plan, and execute team building and training activities throughout the year;
• Additional responsibilities as assigned

Executive Assistant #1 Additional Responsibilities (AM Hours: Usually 6:00am – 3:00pm PST)

• Manage the firm's Prospective Client Pipeline and associated Opportunities within Salesforce to track outreach in support of CEO's efforts to engage and cultivate prospective clients.
• Oversee CEO's Key Calls and Status Report to enhance the cultivation of key relationships, updating Salesforce as required to maintain visibility and consistency. Run routine reports to advise CEO's strategic outreach initiatives regarding birthday, anniversary or other special acknowledgements as appropriate; 
• Coordinate details associated with CEO's speaking engagements and conference attendance including finalizing NDAs & contracts, providing collateral materials and preparing itineraries;
• Orchestrate travel itineraries, investor roadshows, Zoom Town Hall group calls and fastidious follow up from global investors;

Executive Assistant #2 Additional Responsibilities (PM Hours: Usually 10:00am to 7:00pm PST)

• Oversee the maintenance of, and routine updates to the firm's Administration Manual and memorialize updated firm-wide best practices for reference by current and future staff;
• Create and maintain accurate profiles of all Minard Capital Clients including personal profiles of our key relationships;
• Create and maintain Minard Capital administrative templates for frequently used documents and client materials;
• Act as a liaison between the firm and outsourced design vendors on client collateral projects as appropriate to ensure that deadlines are met;
• Assist in the creation and maintenance of core Client Service documents such as Progress Reports and Timelines as directed or requested by the CEO and Client Management team;

What you'll get:

• An elite and passionate team of colleagues working to set a new bar -- a new standard of excellence within the asset management industry;
• All of the necessary resources you need to grow and develop in your career including a budget for professional development trainings and mentorship as desired / requested;
• Gold-tier PPO health benefits including 75% employer paid medical and 100% paid dental & vision premiums;
• 50% gym or wellness membership reimbursement;
• Company-Issued Apple MacBook Pro, 4K monitor, and additional equipment to create your ideal, customized, virtual home office;
• Generous time off policy including 13 paid holidays, PTO accrual, Volunteer Days and “Yay” Days designed to spend time in nature;
• Competitive salary, EOE

Qualifications:

• Bachelor's Degree in Journalism, Marketing, English, Communication, Engineering or related field preferred;
• At least three (3) years working within a highly professional, client-centered or concierge-style environment is required and prior experience supporting Senior Executives is highly desired. Kindly include within your cover letter a description of your responsibilities and accomplishments as well as their associated relevance to this position.  
• Excellent writing ability with a strong and articulate command of the English language is required. Kindly include two (2) writing samples with your cover letter and CV;
• Skilled use of Apple technology for business functions is required. Must be proficient in Microsoft Suite: Word, Excel, PowerPoint, and Outlook with the ability to quickly learn and navigate new systems and programs;
• Familiarity with Salesforce platform (or other CRM system) is strongly preferred;
• Fast and fluent touch-typing ability is required; (60 WPM minimum)
• Familiarity with design software (Adobe In-Design, Photoshop, MS PowerPoint) is a plus;

Instructions to Apply

Click the "Apply To Position" button to upload your Cover Letter, CV and complete our Supplemental Questionnaire.