Executive Assistant to Chief Operations Officer Full Time

About the job
Our Mission

We uplift people and economies around the world through entrepreneurship.

Who We Are

500 Global is a venture capital firm with $2.7B in assets under management that invests in founders building fast-growing technology companies. We focus on markets where technology, innovation, and capital can unlock long-term value and drive economic growth. We work closely with key stakeholders and advise governments and corporations on how best to support entrepreneurial ecosystems so startups can thrive. 500 Global has backed over 5,000 founders representing more than 2,700 companies operating in 81 countries. We have invested in 49 companies valued at over $1 billion and 150+ companies valued at over $100 million (including private, public, and exited companies). Our 180+ team members are located in 27 countries and bring experience as entrepreneurs, investors, and operators from some of the world’s leading technology companies.

What You Will Do
Plays a key role in support of the Chief Operating Officer, serving as a coordinator of their schedule, travel, and personal matters and supporting communication and coordination with internal business teams and external stakeholders.

Essential Functions:

Manage and organize a high volume professional and personal calendar across multiple timezones and priorities, schedule and coordinate appointments, meetings and travel as necessary. Maintain a high level of confidentiality and high touch in all communications
Collaborate closely with the Executive Operations team and Chief of Staff on various tasks
Take instructions via flexible communication channels, including Whatsapp
Manage complex and high volume personal calendars and tasks on behalf of the COO
Arrange complex and detailed international travel plans including flights, hotels, visas, ground travel according to preferences, as well as producing comprehensive and clear itineraries
Proactively send reminders to the principal and relevant stakeholders for travel, events, meetings and deadlines
Respond to and organize emails as necessary, based on specific guidelines
Attend meetings (virtually unless otherwise indicated) as requested to take minutes
Maintain records of contacts, meeting and travel as appropriate; conduct data entry and transcription as needed
Research and purchase items as requested
Other duties as requested

Minimum Qualifications:

6 or more years of administrative support, and/or executive administration experience to a C-level Executive(s) at a fast scaling global company
Bachelor’s degree from an accredited university, or equivalent combination of education and experience
Proficiency in Google Apps, particularly Google Calendar, and Google Docs, Microsoft Office Suite, Slack, Expensify, WhatsApp and others as needed
Proficiency in PC and Mac
Technical flexibility to learn new software as needed

Preferred Qualifications:

Clear, precise, and professional written and verbal communication skills; your emails and responses will be seen as the voice of the COO
Demonstrated ability to prioritize, multitask, and perform effectively in a highly dynamic work environment
Professional demeanor and comfortable working with executives
Extreme flexibility and adaptability to work with dynamic schedules and preferences to accommodate business needs
Ability to work flexible and non-standard hours to provide support across multiple time zones
High integrity and track record of maintaining extreme confidentiality of sensitive information
Self-starter who can operate independently without supervision and take a task as far as possible on your own, but the cognizance to ask questions when necessary
Awareness of executive and VIP protocols and preferences, professional demeanor and comfortable working with executives
Extreme attention to detail with an ability to think through all potential outcomes and plan ahead
Strong sense of urgency and proactiveness when responding to requests and completing tasks
Affable and enthusiastic attitude, excellent manners and constant awareness that your interaction will reflect the executive
Willingness to take a task as far as possible on your own, but the cognizance to ask questions when necessary

Physical Requirements:

Ability to travel within the region and globally as needed

500 Global does not discriminate on the basis of race, sex, color, religion, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity, or any other reason prohibited by law in provision of employment opportunities and benefits.

500 Global collects and processes personal data in accordance with applicable data protection laws. If you are a European Job Applicant see the privacy notice for further details. If you are a California Job Applicant see the privacy notice for further details.