Administrative Assistant

First Fund is a pre-seed investment fund that invests in entrepreneurs looking to get new startups off the ground. Currently, we're looking for an exceptionally bright, multitasking, self-motivated, and organized Administrative Assistant to keep our leadership team organized and efficient in a startup environment in Downtown Vancouver, BC.

The successful candidate will possess the ability to complete complex tasks quickly with little to no guidance, maintain recurring responsibilities and report back with updates, react with appropriate urgency to situations that require a quick turnaround, and take effective action without having to know the total picture.

The Administrative Assistant will also be responsible for managing First Fund’s new shared office space. This means you will be the receptionist and primary point of contact for our startup community. You take pride in building a welcoming and collaborative community environment as you take charge to ensure that the office is fully operational and processes are running efficiently. You are excited to be an important part of establishing and maintaining processes and policies for this new shared office space.

Responsibilities

●       Communication

○       Communicate effectively and keep clear, concise records.

○       Follow-up and track every email or message sent. Nothing must fall through the cracks or be missed.

○       Take notes during meetings and calls and be able to summarize key points with action items.

○       Reaching out to people in cities we travel to ahead of time to set up meetings.

○       Report daily with task updates.

○       Deliver and receive performance feedback for the team in a mature manner.

●       Documentation

○       Use proper naming conventions for all documents.

○       File documents in correct folders on Google Drive.

○       Organize folders on Google Drive if necessary.

○       Digitally fill out and sign documents, to be sent via email or HelloSign.

○       Fill out reporting forms for funding applications.

○       Update documents.

○       Compile supporting documents and backups for accountants for audits, disclosures, etc.

○       Doing a monthly backup of cloud files such as Google Drive, Full Contact, Evernote, etc.

○       Print, scan, fax, and shred documents.

○       Establish, maintain, and improve processes for responsibilities.

○       Document processes; mentor and train new assistants as needed.

●       Accounting

○       Be on top of invoices. Check for due amounts, issue invoices, and check for payments.

○       Submit receipts for reimbursements and follow through to ensure they are paid.

○       Keep track of account payables, including key ones such as Minimum Guarantees, and make note to send reminders 30 - 60 days before.

○       Pay payables using Credit Card, PayPal, or other means as instructed.

○       Keep track of account balance from various monetization platforms such as ad networks.

○       Keep track of Credit Card spend, and ensure reimbursement happens immediately and is documented.

○       Keeping track of transactions and providing details to accountants.

●       Reception Management

○       Cover the reception at the office during work hours.

○       Keep the reception desk clean and organized.

○       Be the first point of contact internally to address any issues at the office and externally to greet and help any guests with a warm and welcoming demeanor.

○       Determine if any guests should be given access to specific individuals.

○       Notify team members of any food deliveries and couriers.

○       Answer any questions related to the office, including policies and processes, community etiquette, etc.

○       Write and distribute broadcasts relating to office updates via email or MailChimp.

○       Anticipate member and guest needs before they arise to enhance and personalize their experience.

○       Solve any issues that arise to ensure a cohesive community.

○       Follow up in person with all members who’ve brought up any issues.

○       Understand policies and address questions regarding extended health & dental benefits for members.

○       Enroll any eligible team members to extended health & dental benefits; liaise between members and the insurance company as needed.

●       Office Management

○       Ensure the office is clean and well kept.

○       Ensure that physical distancing is observed and that all members and guests are wearing face coverings during COVID.

○       Conduct morning walkthroughs to address any issues, Escalating any recurring issues.

○       Create and maintain various forms digitally via Airtable, such as for furniture/equipment assignment, equipment signing out, keys assignment, etc.

○       Maintain processes and policies for meeting room booking. Address any room-booking-related conflicts.

○       Receive, process, sort, and organize all mail.

○       Investigate, escalate, and resolve any issues with lost packages.

○       Track, audit, and organize fobs and keys collected and distributed.

○       Manage fob/key stock and request new inventory as needed.

○       Review location and how to use each piece of Emergency Equipment.

○       Provide support for any office equipment for guests and members, including access to Wi-Fi, printer/scanner, monitors, TVs in meeting rooms, etc.

○       Provide support for any kitchen equipment/appliances for guests and members.

○       Liaise with cleaners to ensure space is kept up to standards. Cover cleaning tasks when the cleaners are not available.

○       Create incident reports as necessary, Respond appropriately and escalate any medical emergency (injury or illness), and respond to instructions regarding emergency situations or security alerts.

○       Welcome and onboard any new members to ensure a successful move in.

○       Conduct move out interviews to understand the departing members’ overall experience.

○       Determine what supplies, items, furniture, or fixtures need to be ordered, find the best deal, and order them.

○       Submit receipts for expense reports

○       Assist in assembling furniture as needed.

●       Miscellaneous

○       Assist CEO with personal tasks.

○       Apply for and track various government incentives.

○       Deal with domains expiration, renewal, etc.

○       Find the best rates and book flights and hotels for business trips.

○       Pick up or return items from stores.

○       Plan and organize events.

○       Post and respond to comments on social media.

○       Image/video editing.

○       Take photos of the office.

○       Any other responsibilities as they come up.

Requirements

●       Top-notch communication (reading, writing, and verbal), interpersonal, and networking skills with professionalism.

●       Exceptional time management, organizational, multitasking, and problem-solving skills.

●       Excellent analytical skills that transfer to fast-paced and ever-changing environments.

●       Self-motivated and able to motivate others, fostering a positive work environment that encourages innovation.

●       Demonstrate integrity, dependability, responsibility, accountability, self-awareness, work ethic, and empathy.

●       Attention to detail and able to manage tasks efficiently, effectively, and independently, even in ambiguous environments.

●       Ability to handle highly confidential information appropriately.

●       Believer that results matter, focused, and able to retain composure in stressful environments.

●       Enjoy and thrive at continually growing relationships and community.

●       Excellent computer literacy at Google Workspace (including Google Drive/Docs/Slides/Sheets/etc., Google Calendar, Gmail, Hangouts/Meet, etc.), PDF editors, task management software (Airtable, Trello, Slack, and related services), and any other tools.

●       1 year of experience in a relevant role, such as administrative assistant, office manager, receptionist, etc.

●       Experience in a startup environment and passion for entrepreneurial communities.

●       Experience in customer service, community management, sales, and/or hospitality.

Nice to Have

●       Bachelor’s degree/diploma.

●       Passionate, resourceful, enthusiastic, and knowledgeable of the software industry.

●       Experience designing processes to maximize efficiency.

●       Experience with social media.