We are seeking an experienced Executive Assistant to support a senior investment professional at a private investment fund. This role is ideal for someone who takes initiative, follows through on commitments, and can independently manage executive coordination, stakeholder communication, and day-to-day fund administration.
The primary goal is to take ownership of routine coordination, outstanding requests, scheduling, and administrative execution so the executive can focus on investing, fundraising, and relationship management.
You will work alongside an AI assistant that supports research, drafting, and task tracking. Your role is to turn that preparation into action: verify important details, coordinate with the right people, follow up persistently, and ensure tasks are completed. You should be comfortable taking ownership from day one, with clear access permissions and decision-making boundaries.
Investment decisions, commercial terms, legal and compliance judgments, payment approvals, and signatures will remain with the executive or the appropriate authorized professional.
Key Responsibilities
- Own follow-ups and task completion. Maintain the shared tracker of owners, next steps, and deadlines. Proactively contact responsible parties, resolve routine blockers, and verify that outstanding items are completed.
- Manage scheduling and calendar coordination. Coordinate meetings across time zones, confirm attendees and logistics, maintain Calendly availability, resolve routine scheduling conflicts, and ensure meeting links and details are accurate.
- Coordinate travel and logistics. Arrange itineraries, ground transportation, and approved travel bookings or changes. Handle agreed personal arrangements as needed.
- Prioritize requests and manage dependencies. Maintain a clear view of priorities, outstanding items, and blockers. Present the executive with a concise decision queue that includes relevant context and recommended next steps.
- Prepare for meetings and track commitments. Develop meeting briefs, agendas, and approved materials using available research and relationship context. Capture action items, owners, and deadlines, then drive follow-through to completion.
- Manage inbox follow-through. Triage incoming communications, distinguish routine tasks from decisions requiring executive input, draft concise responses, and send communications within agreed authority.
- Coordinate with investors and external stakeholders. Work with investors, legal counsel, fund administrators, and vendors to track outstanding documents, signatures, onboarding requirements, and other requests. Follow up with responsible parties and escalate substantive questions appropriately.
- Collaborate with AI tools. Use AI-assisted research, summaries, drafting, and tracking to improve efficiency. Verify important facts, maintain a single source of truth, avoid duplicate work, and ensure prepared outputs translate into completed actions.
- Maintain CRM and document accuracy. Keep relationship records, contact details, and document versions current. Coordinate approved investor materials and data-room access, check prior communications, and prevent duplicate or inconsistent outreach.
- Own administrative projects and recurring processes. Manage defined projects independently, document workflows and handoffs, maintain backup coverage, and track work clearly through draft, approval, sending, and completion.
- Anticipate needs and improve workflows. Identify recurring bottlenecks, recommend practical process improvements, and ensure important commitments have clear owners, deadlines, and evidence of completion.
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