Office Administrative Assistant

Description
We seek an office admin to handle the day-to-day administrative and many key strategic activities for our revenue-earning, start-up fintech company. The office manager role reports to the founder and involves wearing many hats. We are looking for someone who is comfortable with a wide range of responsibilities, including administrative support for the CEO, creating presentations, organizing documents, scheduling, reporting, processing payroll and paperwork, maintaining the office space, and undertaking special projects. Mostly, it involves aggressively supporting the substance of the executive team so we can all add value each day. Our ideal candidate is a self-starter with a sense of urgency and who has a passion for creating a productive and engaging office environment for a rapidly growing company. Note: This role is open to local candidates in the San Francisco Bay Area only.

About Portfolia
Portfolia lets investors green-light the entrepreneurial companies, teams and products they want to see succeed in the marketplace. Portfolia welcomes all accredited* investors--even those new to entrepreneurial investing. We have a special focus on engaging the 5 million affluent women who can technically invest in start-ups, yet fewer than 1/2 of 1% have taken the opportunity. We combine the best of the angel investing world with a strategic micro-fund structure, for both 'learn-by-investing' funds and focused thematic funds. Portfolia packages 6-10 companies, across multiple themes or industries, letting investors diversify with one investment annually. The experience we deliver is engaging, collaborative and educational.

Portfolia intends to educate 1 million new entrepreneurial investors in 5 years and create a multi-billion dollar global network of engaged investors. When we invest in companies we believe in and work together for their success, we create the world we want. The Portfolia Fund currently open is Portfolia FemTech.

Responsibilities

  • Help manage executive email communications and schedule

  • Manage bill payments, invoices and purchase orders

  • Oversee operation budgets and monitor expenses against budgets

  • Facilitate wire processing and reconcile bank activity to Bank statements

  • Maintenance contact and filing databases 

  • Light bookkeeping responsibilities (QuickBooks)

  • Review, negotiate and manage RFPs and contracts with vendors

  • Coordinate scheduling

  • Assist with the processing of legal paperwork

  • Create internal presentations and resources for our team

  • Manage day-to-day operations of the office

  • Act as a client liaison and manage client inquiries

  • Handle special projects

  • Plan company events

  • Various project-management and administrative duties as needed

Requirements:

  • 1-2 years of administrative work experience

  • Be able to add value every day with creating thinking and entrepreneurial tenacity.

  • Interest and enthusiasm towards startups and the Silicon Valley ecosystem at its best; no bro culture/attitudes

  • Bachelor’s degree in business, marketing, communications, or relevant field of study; or just scary smart

  • Experience in a client service role and on-site event management experience a plus.

  • Start-up work experience is a plus

  • Excellent organizational and planning skills with the ability to successfully prioritize and manage multiple projects simultaneously

  • Absolute attention to detail and ability to multi-task

  • Must be able to work independently with minimal supervision as well as in a collaborative and professional environment

  • Ability to meet deadlines and work well under pressure

  • Superior written and oral business communications skills, with the ability to comfortably and professionally interact with colleagues at all levels

  • Experience managing multiple third-party vendors; strong negotiation skills

  • Proficiency of Excel, PowerPoint, Box, Zoom, Slack and/or the ability to ramp quickly to multiple internal CRM, other tools

  • Familiarity with CRM systems and marketing automation software a plus

  • Calm under pressure and positive attitude

  • Some travel required

Perks:

  • Opportunity to work with great people, with a friendly and welcoming team, which provides a balance of independent work and team collaboration.

  • Opportunity to bring to life a vision that has the capability of shifting the world for women.

  • Opportunity to get in on the ground floor of a fast-growing young company