Executive Assistant

About the Client

Our client is a growing investment firm focused on the built world, providing flexible capital across the company lifecycle, including private equity-style investments, special situations, M&A and roll-ups, and secondary transactions.

The firm partners with founders building durable businesses and is developing technology- and AI-enabled systems to support sourcing, relationship management, and internal workflows.

The Opportunity

We are seeking a highly organized, proactive, and intellectually curious Executive Assistant to support the firm's leadership team. This newly created role combines high-level executive support with internal operations, relationship management, and coordination across deal and investor workflows.

The successful candidate will initially take ownership of core administrative priorities, including inboxes, scheduling, meeting preparation, action tracking, and follow-ups, while progressively helping the firm build and manage structured internal workflows. The firm is also developing AI-enabled systems for sourcing, relationship management, and task execution; this person will serve as the hands- on orchestrator who keeps those systems, stakeholders, and deliverables moving.

This is not a passive, instruction-led support role. The ideal candidate is someone who anticipates needs, asks thoughtful questions, learns the context behind the work, and takes pride in creating order within a fast-moving environment.

Key Responsibilities

Executive & Administrative Support

• Manage complex calendars and coordinate internal and external meetings across multiple stakeholders.
• Own and organize executive inboxes, prioritize communications, and prepare polished email drafts for review.
• Prepare meeting agendas using prior discussions and additional context, and track decisions, action items, owners, and deadlines.
• Track commitments and proactively follow up with internal and external stakeholders,
• Coordinate travel, logistics, expenses, and light bookkeeping-style tracking as needed.

Operations, Systems & Process Management

• Help establish, maintain, and improve CRM, project-management tools, and shared documentation.
• Create reliable workflows, reminders, trackers, and follow-up systems across the business.
• Maintain accurate information across Google Drive, Slack, CRM, and tools such as Asana or Notion.
• Serve as the operational orchestrator for developing AI-enabled sourcing, relationship management, and workflow systems.
• Identify gaps, improve processes, and progressively take ownership of recurring workflows.

Deal & LP Workflow Support

• Support coordination around each deal by tracking steps, documents, deadlines, communications, and follow-ups in the CRM.
• Coordinate calls with founders and other internal and external stakeholders.
• Maintain LP/investor and relationship records, including activity and next steps.
• Assist with quarterly investor updates, memos, presentations, and other materials.
• Build an understanding of the firm's investment activities and use that context to anticipate needs and support execution.

This role supports investor and stakeholder workflows but is not expected to independently lead investor or stakeholder calls.

What We're Looking For

• 3–5+ years of experience in executive assistance, business operations, project coordination, or a similar high-trust support role.
• Strong preference for experience within private equity, venture capital, investment banking, asset management, a family office, financial services, or a similarly rigorous professional-services environment.
• Working understanding of limited partners, investor relations, deal pipelines, and related terminology or workflows
• Demonstrated success supporting senior executives and managing sensitive, confidential information
• Experience maintaining CRMs, workflow tools, trackers, and organized digital records
• AI-native: hands-on with tools like Claude, ChatGPT, and AI coding assistants, and able to creatively problem-solve and build workflows with them.
• Bachelor's degree preferred.

Capabilities and Working Style

• Exceptional organization, follow-through, prioritization, and attention to detail
• Excellent written English and the judgment to draft concise, polished executive communications
• Professional and confident verbal communication with senior internal and external stakeholders
• Intellectual curiosity and a genuine interest in learning how the business and investment processes work
• Proactive ownership: able to anticipate needs, surface issues, and move work forward without constant direction
• Comfort with ambiguity and enthusiasm for helping shape a newly created role
• AI-native: hands-on with tools like Claude, ChatGPT, and AI coding assistants, and able to creatively problem-solve and build workflows with them.
• High discretion, sound judgment, responsiveness, and reliability

This is an opportunity for someone who wants to grow beyond traditional executive assistance and become a trusted operational partner, helping leadership stay organized while taking increasing ownership of systems, processes, and investment-related workflows.