Project Manager/Executive Administrator

Job Overview We are seeking a highly organized and proactive Executive Assistant to support senior leadership in managing the Mergers and Acquisitions (M&A) deal pipeline. The ideal candidate will be involved in the entire M&A process, providing comprehensive administrative support, including project coordination, travel arrangements, office management, and back-office tasks, to ensure seamless execution of all M&A activities. Key Responsibilities 1. Executive Support Manage and coordinate the executive's calendar, scheduling meetings, appointments, and conference calls. Organize domestic and international travel, including flights, accommodations, and ground transportation for senior executives. Prepare and compile presentations, reports, and documents required for M&A meetings and negotiations. Handle confidential correspondence, emails, and phone calls related to M&A transactions. Support communication with key stakeholders, including external advisors, legal teams, and financial institutions. 2. M&A Deal Pipeline Management Track and monitor the M&A deal pipeline, ensuring timely updates on the progress of ongoing deals. Maintain and manage M&A-related documents such as non-disclosure agreements (NDAs), term sheets, and due diligence checklists. Coordinate data rooms and manage document distribution for due diligence and post-merger integration. Assist with scheduling and organizing meetings with investment bankers, legal counsel, and other M&A advisors. Organize and attend M&A pipeline review meetings, capturing minutes and following up on key action items. 3. Administrative and Back-Office Support Perform general office duties such as photocopying, scanning, and filing important documents related to M&A transactions. Organize and maintain physical and electronic filing systems to ensure confidentiality and accessibility. Prepare expense reports for executives and handle invoice processing related to M&A activities. Order office supplies and manage equipment or technology needs for the executive team. Ensure smooth day-to-day office operations, including handling incoming and outgoing mail, courier services, and deliveries. Arrange catering and meeting logistics for in-house and offsite M&A meetings, including setting up conference rooms, video conferencing equipment, and materials. 4. Project Coordination Assist in coordinating various workstreams during the M&A process, from deal sourcing to closing. Develop and manage project timelines, ensuring milestones and deadlines are met. Facilitate cross-functional communication between departments (finance, legal, and operations) involved in M&A activities. Help to follow up on action items and assist with project tracking for all M&A transactions. 5. Travel & Meeting Arrangements Organize comprehensive travel itineraries for senior executives and their teams involved in M&A activities. Coordinate travel logistics, including last-minute changes, visa arrangements, and meeting scheduling during travel. Arrange in-person or virtual meetings with key stakeholders, ensuring appropriate meeting materials and travel documents are prepared. 6. Confidential Document Management Handle sensitive and confidential documents with the utmost discretion, ensuring secure management and access. Manage the preparation and distribution of legal documents and agreements for M&A transactions. Support in organizing virtual and physical data rooms for due diligence processes. Skills and Qualifications Experience: 5+ years of experience as an Executive Assistant, with experience in M&A or corporate development preferred. Back-Office Skills: Proven experience with general office duties including photocopying, filing, handling correspondence, and managing office supplies. M&A Knowledge (Optional): Familiarity with M&A processes, deal pipeline management, and corporate transactions. Project Management: Strong project management skills, including the ability to manage multiple tasks and stakeholders effectively. Communication: Excellent verbal and written communication skills. Able to engage with C-level executives, external partners, and team members in a professional manner. Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and virtual data room platforms; experience with project management tools is a plus. Organizational Skills: Exceptional organizational skills, with the ability to handle multiple tasks simultaneously while maintaining a high degree of accuracy. Confidentiality: Ability to handle sensitive information with discretion and professionalism. Education: Bachelor’s degree preferred or equivalent experience in business administration, finance, or a related field. Preferred Skills Experience in working with investment banks, private equity firms, or corporate development teams. Familiarity with legal documents and agreements related to M&A transactions. Proficiency in CRM systems for tracking deal progress. #J-18808-Ljbffr Triup, Inc.