Executive Administrative Assistant

Location: Santa Fe, NM (flexibility for work from home most days)

Start Date: May 2025

Contact: Genevieve Gilbreath (gen@springdaleventures.com)

About Springdale Ventures

We partner with visionary founders to accelerate the growth of transformative consumer brands .Springdale Ventures invests in and supports early stage consumer product companies and manages relationships with hundreds of investors and industry partners. www.springdaleventures.com

Overview of Role:

Springdale Ventures is seeking an Executive Assistant to support the Partners in projects, overall portfolio operations, project manage fundraising process and pipeline, support fund administration, managing email and calendars and general project management. The successful candidate will be a positive, upbeat, and reliable team player, ready to dive in and help wherever needed.

This is an excellent opportunity for someone who has solid foundational business, organizational, management of executives, basic financial skills and is looking to work with a growing firm. As a part of this team, you will play a pivotal role in ensuring Springdale Ventures runs smoothly and continues to build systems that will support future growth.

EA Roles/Responsibilities:

This person is responsible for supporting the Managing Partner and investment team in day-to-day business operations. These include the following:

• Support Managing Partner in day-to-day business operations, manage up to help keep exec on track for quarterly goals
• Maintain calendars, scheduling personal and professional meetings, functions, and events
• Assist Managing Partner with email daily (correspondence, organizing, labeling on a daily basis)
• Document retention and organization
• Monthly expense report preparation and reconciliation
• Research, resolve, and document various issues with exec.
• Collaborate and provide administrative support for business and personal issues
• Keep stakeholder contact information up to date
• Occasionally attend virtual meetings and take notes
• Assist in organizing and promoting digital and IRL events to promote the firm to investors and industry at large
• Organizing company meetings or executive offsites (manage calendars and logistics)
• Fundraising & Stakeholder Project Management
• Project manage fundraising process for the General Partners
• Manage investor communications with leadership (capital calls, tax updates, etc.)
• Ensure all documents are kept up to date (including collaborating with team to regularly update)
• Organizing our annual investor meeting (Fall ‘24) and periodic regional events with our investment team throughout the year (including team off-site)
• Manage stakeholders lists, including prospects, in our CRM software system
• Oversee business operations including HR, IT, and vendor contracts/relationships
• Assist in managing service contracts for fund administration, auditors, software and independent contractors
• Manage all of our IT/systems/software
• Support on special projects and events
• Support in social media agency

PA Responsibilities:Management & Organization of Household & Personal Schedule

• Help research best providers for household repairs, medical needs, etc. (web research, call references)
• Get quotes for house projects and other assigned taskings
• Arrange external household services
• Make appointments for home, car and other repairs, medical and other personal appointments
• Help plan special events and organize social events
• Help with gifts for personal and professional occasions
• Assist in organizational projects at the home
• Occasionally run local errands and kid pick up if conflicts with GP work schedule
• Organize personal events

Qualifications

• Bachelor’s Degree required, preferred business-related major
• 3 years of experience in one or more of the following areas: investments, financial services, legal operations (including internships). Basic understanding of investments is preferred.
• Experience in creating processes and utilizing systems and workflows to manage operational procedures and firm administration
• Exceptional written and verbal communication skills, with the ability to communicate directly, succinctly and effectively with different stakeholders and personalities
• Working in a client-facing role with positive attitude and service-orientation as you will be interfacing with founders/CEOs and high net worth/institutional investors
• Proactive in nature, and able to self-manage, multitask and take ownership and prioritize the work entrusted to them in a fast-paced environment
• Excellent attention to detail and above average organization skills with a friendly demeanor and the ability to work efficiently and accurately under time pressure
• Ability to make decisions with imperfect information
• Works well juggling many different projects and priorities
• Analytical mindset with an ability to synthesize data and input from stakeholders; accuracy and timeliness of related work and distribution of corresponding documents and analysis
• Excellent computer skills (G Suite, Excel, Mailchimp, Slack) with the ability to quickly learn and become proficient in new programs such as, AirTable and Wordpress
• Growth-oriented, collaborative team player with initiative and enthusiasm
• Creative problem-solving skills
• Comfortable with the speed and ambiguity of a startup environment and often asynchronous environment

Qualifications

• Punctual and Reliable
• Bachelor’s Degree preferred
• 1-2 years’ experience as personal/executive assistant, in consulting, project management, paralegal, or similar role
• Extremely detail-oriented
• Exceptional written and verbal communication skills, with the ability to communicate effectively with different professionals and types of personalities
• Ability to self-manage, multitask and prioritize one's work in a fast-paced environment
• Exceptional time management and organizational skills
• Adaptable and fast learner who is able to remain calm under pressure
• Highly organized and precise in execution
• Growth-oriented team player with initiative and enthusiasm
• Proactive in nature, and capable of prioritizing multiple complex projects and meeting deadlines
• Ability to make decisions with imperfect information
• Fluent with social media and use best practices on same
• Fluent with on-line platforms and digital marketing
• Works well juggling many different projects and priorities
• Ability to create processes and utilize systems to manage contacts, share information and connect people
• Creative problem-solving skills
• Excellent computer skills (G Suite, Excel, Slack) with the ability to quickly learn and become proficient in new programs
• Ability to generate basic collateral, e.g., blogs, one-page summaries
• Highly collaborative, enthusiastic, and organized
• Comfortable with the speed and ambiguity of a startup environment
• Able to discretely work with confidential, sensitive, and MNPI information (signed NDA is a requirement)
• Adaptable, great attitude!

Bonus If You Have:

• Experience working in a fast-paced and highly cross-functional organization
• Worked with a team and Exec. in a remote capacity
• Project management experience
• Background in communications
• Background in administrative, executive assistant & dealing with confidential/sensitive communication roles
• Paralegal type experience - extra bonus

PA
Perks:

• High degree of autonomy
• Cool product samples!

Hours:

• Weekdays - flexible working hours but generally need to be accessible from 9am - 5pm MT
• Occasional weekend projects

Job Types: Part-time, Contract

Pay: $25.00 - $30.00 per hour

Schedule:

• Monday to Friday
• Weekends as needed

Ability to Commute:

• Santa Fe, NM 87505 (Required)

Ability to Relocate:

• Santa Fe, NM 87505: Relocate before starting work (Preferred)

Work Location: In person

Salary : $25 - $30