Executive Administrative Assistant Job at Solyco Capital in Rochester

We are seeking a highly organized and proactive Executive Administrative Assistant to provide comprehensive support to the Founder and Managing Partner. This role is critical for the seamless operation of both the professional and personal facets of the executive's life, requiring adaptability, attention to detail, and a deep understanding of the companys objectives. You will play a pivotal role in our business expansion efforts and enjoy significant opportunities for growth and career advancement.

What You Will Own:

Strategic Scheduling and Administrative Support

• Calendar Management: Balance a dynamic schedule, managing priorities across calls, meetings, and personal obligations.
• Travel Arrangements: Organize domestic and international travel, including flights, accommodations, and logistics. Flexibility is key as travel demands surge.
• Scheduling and Email Correspondence: Manage a high volume of emails, calendar invites, and schedule adjustments with an eye on business priorities, ensuring important items arent sacrificed for urgent tasks.
• Meeting Preparation: Prepare daily agendas, provide summaries of prior communications, and ensure the executive has relevant materials and objectives at hand.
• Expense Management: Track, submit, and manage expense reports and handle other financial logistics as needed.

Business Enablement and Efficiency

• Project Coordination: Assist with navigating and managing initiatives across the portfolio companies, Solycos overall activities, and capitalization strategies. Ensure preparedness for meetings, with investors, where timing and access are critical.
• Information Synthesis: Gather and organize research, meeting materials, and follow-ups, providing succinct summaries to support the executives preparation and decision-making.
• Communication Strategy: Support the executives strategic communication, refining messages, and providing context for high-impact conversations, including rescheduling as business needs shift.

Personal and Office Management

• Errands and Personal Tasks: Handle errands, such as dry cleaning and lunch pickups, assist with family-related requests, and manage small tasks that ensure smooth day-to-day operations.
• Office Management: Oversee light office upkeep, supply ordering, and IT troubleshooting to maintain a well-equipped environment.
• Event Coordination: Support occasional event planning, guest coordination, and meeting room preparations, ensuring everything from slide decks to refreshments is in order.

Intuitive and Independent Workflow

• Dynamic Prioritization: Utilize an intuitive understanding of the businesss goals and the executives preferences to make real-time adjustments. This includes anticipating changes, assessing the urgency, and implementing a smooth reorganization as priorities shift.
• Boundary and Access Management: Balance availability with the executive's time zones, adjusting responsiveness based on urgency and actively managing their accessibility to ensure focused work time.
• Proactive Organization: Set up workflows and systems that align with the executives fast-paced, outcome-oriented style, ensuring that productivity tools and schedules enhance efficiency.

Additional Responsibilities

• Strategic Thinking and Initiative: Ability to prioritize, discern strategic relevance in materials, and work with discretion, maintaining confidentiality at all times.
• Technical Proficiency: Strong command of MS Office and Google Workspace, with a willingness to learn programming basics or advanced Excel functions for analytical support.
• Growth Potential: Theres a path for career development and an expanding scope as the company grows.

Qualifications

• Education: Bachelors degree or equivalent years of experience.
• Experience: Minimum of 5+ years in an Executive Assistant role, preferably supporting senior executives.
• Skills: Exceptional organizational, communication, and time management skills, with a track record of proactive problem-solving and independent task management.

Additional Information

Location: This position will be based in-office.

Travel: 10-30% travel, with flexibility around the executives needs and project-driven demands.

Solyco is an Equal Opportunity Employer. We respect and seek to empower each individual and support the diverse cultures, perspectives, skills and experiences within our workforce. We are committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities. To request reasonable accommodation, contact Tammie Hollar @ thollar@solycocapital.com.