Executive Assistant

Executive Assistant

Position Overview

We are looking for an experienced Executive Assistant to join a growing investment firm and provide high-level support to members of the investment team. This person will play an important role in keeping the team organized and ensuring schedules, travel, meetings, and other day-to-day priorities run smoothly.

The position requires someone who is highly organized, proactive, polished, and comfortable working in a fast-moving environment where priorities can change quickly. You’ll interact regularly with senior executives, investors, board members, portfolio company leadership, candidates, recruiters, and outside vendors.

Key Responsibilities

Executive & Calendar Support

• Manage busy and frequently changing calendars for multiple senior-level professionals
• Schedule internal and external meetings, calls, video conferences, and recurring appointments
• Identify scheduling conflicts and make adjustments as priorities change
• Coordinate meeting materials, agendas, conference rooms, and other logistics
• Work across different teams to keep meetings and schedules organized

Travel Planning

• Coordinate domestic and other business travel for members of the team
• Book flights, hotels, car services, and other transportation
• Prepare detailed travel schedules and itineraries
• Coordinate group travel whenever possible to streamline schedules and expenses
• Handle last-minute changes, cancellations, and travel issues as they arise

Board & Investor Meetings

• Assist with the planning and coordination of portfolio company board meetings
• Schedule investor meetings, annual meetings, and other important firm events
• Coordinate calendars with board members, executives, and internal investment professionals
• Manage meeting logistics and help ensure materials are distributed on time
• Support an increasing volume of board meetings as the investment portfolio grows

Expenses & Administration

• Prepare and submit expense reports for senior team members
• Review corporate card activity and maintain appropriate backup documentation
• Track reimbursements and help ensure expenses are processed accurately and on time

Recruiting Support

• Coordinate interviews and candidate schedules
• Arrange candidate travel and onsite meetings when necessary
• Work with hiring managers, recruiters, and search firms throughout the interview process
• Help track candidate activity, feedback, and next steps
• Provide candidates with a professional and positive experience throughout the process

CRM & Database Support

• Maintain information within DealCloud or other CRM/database platforms
• Update contacts, meeting activity, notes, and pipeline information
• Help keep CRM data accurate, current, and organized
• Assist with reports and contact lists used for business development, fundraising, and deal activity

General Office & Team Support

• Work closely with other administrative team members to support the overall needs of the firm
• Assist with office and operational responsibilities as needed
• Take ownership of additional projects as the company continues to grow

Qualifications

• 3+ years of Executive Assistant, Administrative Assistant, or similar experience supporting senior-level executives
• Strong experience managing multiple calendars and constantly changing schedules
• Experience coordinating detailed travel arrangements and multi-stop itineraries
• Excellent organizational skills and attention to detail
• Strong communication and interpersonal skills
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and virtual meeting platforms
• Ability to prioritize multiple responsibilities and work effectively in a fast-paced environment
• Professional demeanor and comfort interacting with senior executives and outside contacts
• High level of discretion when handling confidential or sensitive information

Preferred Background

• Previous experience within private equity, investment banking, financial services, or another professional services environment
• Familiarity with DealCloud, Salesforce, or a similar CRM
• Experience working within a smaller or growing company where team members wear multiple hats