Executive Assistant

Executive AssistantWe are looking for an experienced Executive Assistant to join a growing investment firm and provide high-level support to members of the investment team. This person will play an important role in keeping the team organized and ensuring schedules, travel, meetings, and other day-to-day priorities run smoothly.The position requires someone who is highly organized, proactive, polished, and comfortable working in a fast-moving environment where priorities can change quickly. You'll interact regularly with senior executives, investors, board members, portfolio company leadership, candidates, recruiters, and outside vendors.Key ResponsibilitiesExecutive & Calendar SupportManage busy and frequently changing calendars for multiple senior-level professionalsSchedule internal and external meetings, calls, video conferences, and recurring appointmentsIdentify scheduling conflicts and make adjustments as priorities changeCoordinate meeting materials, agendas, conference rooms, and other logisticsWork across different teams to keep meetings and schedules organizedTravel PlanningCoordinate domestic and other business travel for members of the teamBook flights, hotels, car services, and other transportationPrepare detailed travel schedules and itinerariesCoordinate group travel whenever possible to streamline schedules and expensesHandle last-minute changes, cancellations, and travel issues as they ariseBoard & Investor MeetingsAssist with the planning and coordination of portfolio company board meetingsSchedule investor meetings, annual meetings, and other important firm eventsCoordinate calendars with board members, executives, and internal investment professionalsManage meeting logistics and help ensure materials are distributed on timeSupport an increasing volume of board meetings as the investment portfolio growsExpenses & AdministrationPrepare and submit expense reports for senior team membersReview corporate card activity and maintain appropriate backup documentationTrack reimbursements and help ensure expenses are processed accurately and on timeRecruiting SupportCoordinate interviews and candidate schedulesArrange candidate travel and onsite meetings when necessaryWork with hiring managers, recruiters, and search firms throughout the interview processHelp track candidate activity, feedback, and next stepsProvide candidates with a professional and positive experience throughout the processCRM & Database SupportMaintain information within DealCloud or other CRM/database platformsUpdate contacts, meeting activity, notes, and pipeline informationHelp keep CRM data accurate, current, and organizedAssist with reports and contact lists used for business development, fundraising, and deal activityGeneral Office & Team SupportWork closely with other administrative team members to support the overall needs of the firmAssist with office and operational responsibilities as neededTake ownership of additional projects as the company continues to growQualifications3+ years of Executive Assistant, Administrative Assistant, or similar experience supporting senior-level executivesStrong experience managing multiple calendars and constantly changing schedulesExperience coordinating detailed travel arrangements and multi-stop itinerariesExcellent organizational skills and attention to detailStrong communication and interpersonal skillsProficiency with Microsoft Outlook, Word, Excel, PowerPoint, and virtual meeting platformsAbility to prioritize multiple responsibilities and work effectively in a fast-paced environmentProfessional demeanor and comfort interacting with senior executives and outside contactsHigh level of discretion when handling confidential or sensitive informationPreferred BackgroundPrevious experience within private equity, investment banking, financial services, or another professional services environmentFamiliarity with DealCloud, Salesforce, or a similar CRMExperience working within a smaller or growing company where team members wear multiple hats