Soma Capital Portfolio Jobs

Executive Assistant & Operations Coordinator

OP3N

OP3N

Administration, Operations
Los Angeles, CA, USA
Posted on Tuesday, June 11, 2024
We are seeking an organized, collaborative, and detail oriented individual to support our Operations team as our Operations Coordinator & Executive Assistant. This person will play a critical dual role in supporting the Chief Operating Officer (COO), Eric Tu, with executive-level administrative assistance and managing various projects and operational tasks. This role will ensure the smooth running of day-to-day operations, help drive key projects to completion, and provide essential support to the executive team. This is a full-time hourly position, will mainly be remote outside of local event support, and the candidate must be located in Los Angeles.

Responsibilities

Executive Assistance

  • Manage the COO's professional and personal scheduling, including calendaring, fielding emails & messages, etc.
  • Maintain and update the executive's calendar throughout the day to accommodate constant changes and priorities.
  • Track and remind calls/meetings on a daily basis.
  • Triage incoming appointment requests based on a shared prioritization system with COO.
  • Coordinate and organize events for the executive based on needs.
  • Manage and prepare materials for public events and conferences.
  • Handle and track the executive's expenses, ensuring accurate record-keeping and adherence to company policies.
  • Work on following up on signatures, execution of documents & clients / investors relationships and needs.

Operations Coordination

  • Take ownership over trackers in Asana and spreadsheets, partnering with team members to ensure data is up to date
  • Support team members on operational projects such as photoshoots, live and virtual events, Client gifting, etc.
  • Partner with operations teams on ad hoc project support as needed

Ideal Profile

  • Minimum of 2 years of administrative experience supporting C-suite executives, ideally in the music or film industries.
  • Strong knowledge of Google Docs/Google Suite and Google Calendar.
  • Excellent communication skills via phone, email, and chat.
  • Superior organizational skills.
  • Excellent note-taking skills.
  • Smart, motivated, personable, and detail-oriented.
  • Demonstrates excellent follow-through skills.
  • Ability to thrive in an extremely fast-paced environment.
  • Capable of handling multiple tasks simultaneously.