Executive Assistant

Wellings Capital is a real estate private equity firm dedicated to helping investors protect and grow their wealth through private commercial real estate. Our vision is to provide multi-generational financial security to our investors and become the premier provider of alternative passive investing opportunities for accredited investors. We also have a goal of freeing victims from human trafficking.

We are seeking innovative, passionate, and motivated individuals looking for an opportunity to join a growing organization.

The mission for this role is to provide high-level administrative support and assistance to the Wellings Capital partners. This role is crucial in helping them effectively manage their time, tasks, and responsibilities, allowing them to focus on strategic decision-making and core business functions.

Job Type

Full-time (40 hours/week), salaried position. Flexibility to work from home 2-3 days per week but the Executive Assistant must live in the Lynchburg, VA area and will be expected to come into the office the other 2-3 days per week.

Compensation

Base salary range: $65,000-$75,000 per year

Responsibilities

First 90 days

• Prioritize the handling of all communications, including voice, written, and email. Within 30 days compile a list of high priority contacts and high priority issues. Develop a specific approach to deal with communication from these high priority contacts and issues, both when the executive is available and not available. Divide remaining broad groups of individuals into categories and identify specific actions for response.
• Identify common categories of outbound communication, such as thank you notes, requests for additional information, and summaries of meetings and agreements. Develop within 90 days templates/standard responses to provide rapid follow-up. Set up a tracking system to remember to send standard outbound communication when a particular event occurs.
• Identify within 90 days key information required by the Managing Partner, both for general knowledge and for specific projects/meetings/key contacts. Develop a daily/weekly clipping folder that contains relevant information easily gathered from a variety of sources (Internet sites). Identify possible uses for the information provided, such as “Here’s an article in a trade publication/industry web site on a promotion of someone at a major customer. You might want to send this draft of a congratulations note.” Within 60 days identify possible information sources and web sites where information and data could be easily extracted or copied.

Ongoing

• Email management on behalf of the Managing Partner
• Coordinate and follow up on tasks and projects on behalf of the Managing Partner, ensuring deadlines are met and priorities are aligned
• Calendar management and scheduling
• Communicating on the partners’ behalf both internally and externally
• Varying personal and professional administrative tasks on behalf of the team including, but not limited to, scheduling meetings, coordinating travel arrangements, and ordering gifts/flowers, etc.
• Proactively identify and address potential issues or challenges, and find solutions to problems before they escalate
• Work with other team members to accomplish large projects
• Run errands on behalf of the partners, personal and professional, when asked
• Format and edit information for internal and external communication - memos, emails, presentations, reports, etc.
• Light project management and accounts payable duties
• Act as an office manager by keeping up with office supply inventory

Requirements

• At least two years of executive assistant experience (this is essential!)
• Must be technologically savvy and not intimidated by learning new technology if necessary. Proficiency in the following tech platforms is ideal: Hubspot, Zoom, Slack, Google Suite, Asana, Microsoft Office, and Adobe Acrobat Pro
• Must be able to anticipate needs and get in front of potential issues
• High attention to detail, highly organized, and precise
• Must be comfortable in a fast-paced environment and able to complete work quickly
• Integrity, discretion, and good judgment. This position handles a significant amount of confidential and sensitive information and continually makes judgment calls regarding priorities and information requests
• Must be an excellent communicator in both written and oral form. This includes accuracy in spelling, grammar, and punctuation
• Have enthusiasm and belief in our mission, vision, and values (https://www.wellingscapital.com/about)

Benefits

• $500/month healthcare stipend
• 401(k) and 401(k) matching
• Three weeks (15 days) paid vacation
• 10 paid, flexible holidays
• Flexibility to work from home or the Wellings Capital office
• Yearly vacation bonus of $500 for taking five consecutive days of vacation, fully unplugged from work
• Equipment allowance
• Individual learning and development budget
  

How to Apply

To get started, complete this application including answers to the questions on the next page.

For candidates we’re interested in, we’ll hold a series of conversations with the Partners that could include a phone screen and a more formal interview.

Wellings Capital is an equal opportunity employer. We value diversity in all of its forms, and we hire the best person we can for each role, no matter your personal background. We’re imperfect communicators, so think of our job postings as the starting point for discussion rather than proof that you shouldn’t apply.