Executive Assistant

Job Title: Virtual Executive Assistant

Location: Remote (Company HQ is located in San Diego, CA, USA)
Company: Aquillius Ventures
Position Type: Full-Time / Contract
Industry: Financial/Venture in Biotechnology, Medtech, Greentech Innovation

About Us: Aquillius Ventures is a leading venture firm based in San Diego, specializing in early-stage investments across various industries including technology, healthcare, and sustainability. Our firm is known for its strategic investments and commitment to fostering innovation and growth in emerging markets. Aquillius Corporation is a dynamic and cutting-edge innovation hub focused on fostering entrepreneurs and breakthrough technologies for healthcare advancements and environmental impact. We accelerate the development of novel solutions by connecting researchers, startups, industry leaders and investors.

Position Overview: We are seeking a Virtual Executive Assistant to support our senior executives, venture partners, and coordinate efforts with our Marketing and Events team at the Innovation Hub. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple responsibilities in a fast-paced environment. This role is critical in ensuring smooth operations, effective communication, and successful execution of events and projects within the firm.

Executive and Partner Support:

Calendar & Meeting Management: Manage complex calendars for senior executives and venture partners, coordinating internal and external meetings, investor calls, and cross-functional team sessions.

Communication: Serve as the primary point of contact for executives and venture partners, handling correspondence, drafting emails, and ensuring prompt responses to stakeholders.

Information & Document Management: Organize and maintain sensitive documents and presentations related to investment opportunities, portfolio companies, and key initiatives.

Travel Coordination: Manage all aspects of travel arrangements, including booking flights, hotels, and transportation, ensuring seamless logistics for both executives and venture partners.

Project Coordination: Assist venture partners with ongoing projects, ensuring timelines are met and stakeholders are kept informed.

Marketing & Event Coordination:

Collaboration with Marketing/Events Team: Work closely with the Innovation Hub’s Marketing and Events team to coordinate the logistics for meetings, investor days, pitch events, networking sessions, and other high-profile events.

Event Preparation: Assist in preparing and distributing materials, presentations, and invitations for events hosted at the Innovation Hub, ensuring alignment with the firm's branding and communication standards.

Event Scheduling: Manage event schedules for executives and venture partners, ensuring key stakeholders are informed of upcoming events and prepared accordingly.

Post-Event Follow-Up: Coordinate post-event communication, sending out thank-you notes, gathering feedback, and helping the marketing team with event summaries and reports.

Brand & Content Support: Assist the Marketing team in managing executive participation in branding initiatives, thought leadership, and speaking engagements.

Stakeholder Coordination: Work with founders, investors, and external partners to ensure seamless communication and coordination for joint projects or events at the Innovation Hub.

Qualifications:

Proven experience as an Executive Assistant or similar role supporting senior executives.

Excellent organizational and time-management skills with the ability to prioritize tasks.

Strong verbal and written communication skills, including professional phone etiquette.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with virtual communication tools (Zoom, Slack, etc.).

Ability to maintain confidentiality and handle sensitive information with discretion.

Bachelor's degree preferred but not required.

Why Join Us:

Join us for opportunities for career growth and professional development with a dynamic team in the startup innovation and venture capital ecosystem!