Executive Assistant | Work From Home  

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.

• Relevant experience: At least 3 years of experience supporting a senior executive, founder, or investment professional, with demonstrated responsibility for scheduling, stakeholder coordination, and end-to-end follow-through. Experience in private markets, finance, or professional services is preferred.
• Excellent communication skills: Strong written and spoken English, with the ability to draft concise, accurate, professional communications that reflect the executive’s voice and communicate confidently with senior external stakeholders.
• Exceptional organization and attention to detail: Able to manage multiple concurrent priorities while maintaining accuracy across time zones, deadlines, contact records, and document versions.
• Proven ownership and initiative: Demonstrated ability to take tasks from initial request through execution and completion without requiring constant direction or step-by-step instructions.
• Sound judgment and prioritization: Able to assess urgency, identify dependencies, recommend next steps, and recognize when an issue requires executive input or formal approval.
• Professional discretion and security awareness: Comfortable handling confidential information, following least-privilege access practices, using multifactor authentication, and working exclusively with approved tools for sensitive information.
• Persistent and professional follow-through: Able to chase outstanding items tactfully, maintain accountability, and secure clear outcomes without compromising stakeholder relationships.
• Ability to ramp up quickly: Ready to take responsibility for familiar executive-assistant functions from the outset while learning the executive’s preferences, stakeholder relationships, and existing workflows.
• Strong stakeholder management: Comfortable coordinating across international time zones, multiple stakeholders, and shifting deadlines while keeping high-priority work on track.
• Technical proficiency: Strong working knowledge of Google Workspace, spreadsheets, email, and CRM systems, with the ability to learn tools such as Calendly, Dex, DocSend, and meeting-note applications.
• Effective AI collaboration: Comfortable working alongside AI assistants and automation tools, verifying outputs, protecting confidential information, and maintaining human accountability for execution and decisions.