By Marini Bacal

In the fast-paced world of venture capital, time is money.

Efficient time management is crucial in the high stakes environment we operate in. At Harlem Capital, we’ve come to recognize the role that Executive Assistants play in driving success, and we aim to shed light on why VCs should embrace this vital support position.

I’m Marini, the executive assistant at Harlem Capital. My journey into this role began with a desire to work closely with C-level executives and gain valuable insights into their workflow, hoping to grow in my career. I plan to pursue an MBA to enhance my technical and practical business management skills and then transition into a managerial role, potentially within a startup or other dynamic environment.

Joining Harlem Capital in mid-2022, I initially focused on administrative tasks. However, as I settled into the role, my responsibilities expanded. With the guidance and support of the team, particularly the Managing Partners, I began to delve into areas like social media management, website upkeep, and content creation.

How did I adapt and grow into this role? It started with building strong relationships within the team. Their mentorship and the collaborative environment at HCP allowed me to explore new interests and take on diverse projects. The small team size facilitated clear communication and fostered a culture of versatility, enabling me to contribute to various initiatives and assist colleagues across different tasks.

So, what does it take to excel as an executive assistant? Proactivity is key. Having the initiative to learn and tackle multiple tasks is essential, as is being adaptable to the preferences and working styles of team members. Effective communication, both in conveying challenges and expressing interest in new opportunities, is crucial for success.

Here are some key lessons I’ve learned that might benefit other executive assistants in the venture capital field:

• Utilize Scheduling Tools, like Cabinet (a Harlem Capital portfolio company), for Booking Calls and Meetings: You can leverage softwares like Cabinet to efficiently schedule calls and meetings, ensuring you keep track of the team’s call blocks and availability. You can also use this tool to get data about the meetings the team had and present it so the team can get a better understanding on how their schedules have been for the past months/year.
• Gather Team Information in Advance: Collect and organize essential information about the team, such as travel preferences and schedules, to streamline future bookings and logistical arrangements.
• Create Comprehensive Databases: Develop databases for restaurants, venues, accommodations, and important dates (birthdays, anniversaries). Include a gift bank to easily reference for future needs. Proficiency in Excel or Google Sheets will greatly enhance this process.
• Use Project Management Tools: You can use project management tools to manage and prioritize tasks effectively, ensuring nothing falls through the cracks. I personally like using Asana to track all of my projects – may it be smaller or bigger tasks. I usually start my day by checking Asana for a few minutes
• Apply Productivity Techniques, especially for busier days: Personally, I am able to focus and enhance productivity by following the Pomodoro technique, which involves working in intervals (typically 25 minutes) followed by short breaks. Different techniques may work for different people, so you might want to check out what other ways might work to boost your productivity as an EA.

These can help you stay organized, anticipate needs, and provide the highest caliber support to your team.

Over time, as you become more familiar with the team dynamics and the company’s objectives, you’ll find yourself ramping up and becoming an indispensable asset. The key is to remain open to learning, stay flexible, and seize every opportunity to contribute to the team’s success.

Being an executive assistant at Harlem Capital has been a rewarding journey of growth and learning. By embracing new challenges and fostering strong relationships, I’ve been able to evolve as a member of the HCP team who provides a versatile support system for the team, contributing to our collective success.

About Harlem Capital Partners

Harlem Capital (HCP) is an early-stage, diversity-focused venture capital firm. HCP makes initial investments of $1mm to $2.5mm in U.S. seed rounds for 10-15% ownership.

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