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Virga Capital is a Bozeman, Montana-based real estate investment and development company focused on crafting spaces to better serve and help foster community. From adaptive reuse and historic preservation to public-private partnerships and master-planned neighborhoods, we strive to uphold sense of place and provide live, work, and play opportunities for all. This 100% remote, part-time Executive Assistant will assist and support the CEO and Senior Director of Development in their day-to-day duties. This role has an async schedule but work must be conducted between 9am and 5pm MST. Below are the essential functions and responsibilities of this role:
Day in the Life:
• Schedule meetings and appointments for the CEO and Senior Director
• Manage and organize CEO and/or Senior Director inbox and calendar activities
• Calendar and meeting management for the full team and project calendars
• Monthly expense reporting for the CEO and Senior Director
• Coordinate virtual meetings/events - internal and external
• Schedule travel for CEO and/or any other appropriate employees
• Meeting follow-ups and coordination
• Attend meetings as needed, take meeting minutes and track any action items or follow-ups
• Project management for assigned projects
• Conduct assigned research
• Organize office logistics and maintenance to include but not limited to maintenance orders, cleaning schedule, ordering of office supplies, etc.
• Receive/Send assigned company mail and correspondence
• Weekly mail processing
• Provide support and coordination to guests and visitors
• Develop and maintain office operating SOPs
• Dropbox filing support for the team
• Coordinate new employee headshots
• Order business cards / deck printing requests
• Annual business report filing for all entities and other report filing as needed
• Coordinate business gifting to internal and external stakeholders
• Conference registrations and associated bookings for CEO and Senior Director
• Data entry and database management as needed
• Prepare communications from the executive team to investors, clients, partners, and team as directed
• Other duties as assigned
Tips for Success:
Calendar and meetings management:
• Proactively manage the CEO calendar and full team and project calendars, assessing incoming requests for the CEO's time and balancing priorities in scheduling calls, meetings, and tasks with internal and external stakeholders, with thoughtful stewardship of the CEO’s time and commitments.
• Ensure appropriate sequencing and spacing of the CEO’s meetings, including consideration of buffers between meetings or participants across time zones.
• Ensure that the CEO has all necessary information for meetings (i.e., synthesize and prepare relevant documentation, coordinate agenda items), take meeting notes and record key takeaways, maintain organization, and share notes with the team as necessary.
• Provide logistical support for meetings as needed, e.g., event or meeting planning, confirming meeting space, catering, materials, video conferencing, or other A/V needs.
Communications :
• Review incoming correspondence to help flag important items and ensure efficient allocation of CEO’s time.
Equipment is not provided.
Schedule is Async but must be conducted between 9am and 5pm MST.
Live interviews to start 3/26/24.

MUST HAVE

Required Education and Experience:
• High School Diploma; college degree preferred
• At least 2 years’ experience in the field or in a related area
• Past experience in a fast-paced work environment
• Past experience with Google Suite or similar software
• Past experience with Hubspot or similar CRM software
Preferred Education and Experience:
• Bachelor’s degree in business or a related field
• At least 6 years of experience in the field or a related area
• Familiarity with military demographics
• Proficiency in Slides and Docs
Competencies:
• Ability to maintain confidentiality
• A strong communicator
• An agile mentality, positive attitude, and eagerness to learn
• Attention to detail and problem-solving skills
• A willingness to challenge assumptions and go beyond what’s expected
• Excellent time management skills
• Ability to multitask
• Ability to prioritize work
• Excellent written and verbal communication skills
• Strong problem-solving skills and ability to find creative solutions
• Ability to learn new technologies quickly
• Flexibility and ability to pivot quickly

TRAINING

To be discussed further in the interview process.

BENEFITS

Opportunity to work with a rapidly expanding company; this position is expected to grow with the company!

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Notes

Other Duties

This is not necessarily a complete list of responsibilities, skills, duties, or requirements associated with the job. While this list is intended to be an accurate reflection of the current job, the Company reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed when circumstances change, (i.e., emergencies, changes in personnel, workload, rush jobs, or technological developments.)

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