Groove is on the lookout for a dedicated and skilled Executive Assistant!
Are you someone who thrives in a dynamic, fast-paced environment? Do you have a knack for organization and a keen eye for detail? If so, this could be an exciting opportunity for you.
Overview
Groove Capital combines the power of an early-stage venture fund with an angel network. Our model allows founders to tap into two sources of capital, while simultaneously making it easier for investors to jump into early-stage investing. Groove values taking action, running through the finish line, creating value for our partners, and building meaningful relationships. It’s a team composed of “A players.” Additions to our team are asked to embody these same values. This person will serve as the backbone for our administrative and bookkeeping functions. We’re excited to welcome someone who is internally focused, highly organized, detailed, and
achievement-oriented, who will create an environment that encourages results and accountability.
Position Title: Executive Assistant
Timing: Start date of September 1, 2024 with a 3-month trial period intended
to evaluate the hours, responsibilities, and mutual fit.
Location: Remote. We do not anticipate this role needing to be in-person;
however, Groove has an office in Minneapolis, which will always
be available for use.
Compensation: This work will be paid as a 1099 independent contractor. We
anticipate 5-10 hours per week.
Qualifications:
● Strong communicator including written and verbal
● Timely at responding
● Track record of taking initiative
● Thrives in a fast pace environment
● Ability to manage a variety of varied tasks
● Ability to handle confidential information
Major Responsibilities
Responsibilities Include (but are not limited to):
Bookkeeping
○ Responsible for continuous tracking of Accounts Receivable and Accounts Payable
○ On a monthly basis, use Quickbooks Online to code transactions
○ Process monthly payroll
○ Initiate vendor payments
○ Support annual budgeting process
○ Create and deliver W2s for all 1099-ed contractors
Invoicing & Billing
Memberships
■ Process membership payments, which includes setting up new invoices, turning off subscriptions when a member cancels, and continuously monitoring renewals.
■ Communicating and following up with members, if a renewal doesn’t go through and escalating if payment continues to be overdue.
■ Provide alternative payment options via snail mail & check if requested
Sponsor Invoicing
■ Create and send sponsorship invoices
■ Provide alternative payment options via snail mail & check if requested
■ Provide W2 to sponsors as requested
Administrative Tasks
Daily/weekly workflows, or as needed:
■ Lead the MN Angel Tax Credit filings for new investments as they come up (approximately once a month)
■ Book meeting rooms
■ Calendar keeper for internal events/meetings (Note we all manage our own calendars, however, may request assistance from time-to-time on particular items to support a meeting)
■ Manage weekly team agenda and meeting minutes
■ Find opportunities to celebrate and give tokens of appreciation to the team. Schedule team outings, to include brainstorming ideas, planning, making reservations, and executing
■ Purchase miscellaneous supplies, gifts, equipment on behalf of the team ■ Update and refine the administrative and booking workflows in effort to
ensure our internal templates and standard operating procedures remain
current
Monthly workflows:
■ Manage Forge North meeting reminder, agenda, and meeting minutes
■ Collect and review team timesheets, flagging anomalies or folx that may be under/over utilized
■ Database and contact cleanup in Hubspot (our CRM)
■ Manage Dropbox backups
Quarterly workflows:
■ Update commonly used passwords
■ Upkeep internal lists used for emailing, data collection, etc.
■ Organize Groove’s internal file management systems
Annual workflows:
■ Run audit and adjust document sharing privileges and adjust settings as
needed
■ Maintain and fulfill good standing with State and Federal agencies
■ During summer intern season (or as needed) lead team onboarding/offboarding including setting up their email, issuing logins for respective software systems, collecting headshots and signed contracts, and archiving the respective items. Be a helpful go-to person for new
members as they are getting their bearings
NOTE: this role will use software programs like Hubspot, Quickbooks, Stripe, Asana, and
Google Suite. General familiarity with these, or similar programs, are preferred.
To apply send resume and cover letter to Mickayla Rosard at
mickayla@groovecap.com by Aug 23, 2024.
