Key Responsibilities:
Deal Process Support
- Manage NDA execution and tracking with precision and confidentiality
- Screen buyer inquiries by conducting research and ensuring alignment with deal requirements
- Coordinate the release of confidential deal materials (CIMs, data rooms) to qualified buyers
- Follow up with buyers to ensure engagement, consolidate questions, and coordinate scheduling
- Join internal or external calls to track action items and execute next steps (e.g., sending documents, updating folders, drafting follow-ups)
Executive Assistance
- Manage the Managing Partner's calendar, meetings, and email inbox
- Schedule networking meetings and podcast interviews using Calendly or similar tools
- Make outbound calls to confirm meetings, follow up with contacts, or gather basic information as needed
- Draft, format, and send professional correspondence and follow-up emails
- Assist with podcast prep by coordinating with guests, drafting interview questions (often using AI tools), and ensuring a smooth virtual process
- Maintain and update Pipedrive CRM with contact records, buyer notes, and deal pipeline data
Operational and Administrative Support
- Organize digital files and maintain document flow across platforms like ShareFile and Adobe Sign
- Assist in preparing presentations and internal documents in Word and PowerPoint
- Upload and manage content via platforms like Loom and Zapier (no prior experience needed, just tech comfort)
- Support financial tasks such as compiling data, light spreadsheet work, and—over time—recasting financials (training provided)
Process and Workflow Optimization
- Identify opportunities to improve workflows and increase operational efficiency
- Ensure consistent use of systems across the team and proactively close information gaps
Qualifications:
- 5+ years of executive assistant experience in a financial, legal, or professional services setting
- Proficiency with Microsoft Excel, Word, and cloud-based tools (e.g., ShareFile, Adobe Sign, Loom)
- Experience with CRM platforms like Pipedrive (or similar); strong data entry and record-keeping habits
- Comfortable making professional phone calls and following up with contacts as needed
- Excellent written and verbal communication skills, with a high degree of professionalism and discretion
- Strong organizational skills and the ability to manage competing priorities with minimal oversight
- Comfortable using or learning AI-based tools to assist with research, content, or scheduling
- Fluent in English, with clear communication skills and minimal accent
Preferred:
- Prior experience supporting executives in M&A, private equity, investment banking, or related fields
- Familiarity with client lifecycle workflows, deal pipelines, or transaction processes
- Background in accounting, wealth management, or other finance-related industries
- Based in Latin America or a similar time zone (±2 hours of EST), with availability during U.S. business hours
