Job description

Overview

This opportunity is with a small investment firm led by two principals. The company is looking for an experienced Executive Assistant who can take charge of administrative and operational tasks from end to end. The role is meant to sit close to leadership and support the team’s day-to-day workflow so the principals can stay focused on investing and decision-making.

The right person will be highly organized, self-directed, and comfortable working in a fast-moving environment where accuracy, discretion, and follow-through matter. This position is intended to become the main operational support point for the firm.

Core Focus

The main responsibility of the role is to handle daily administrative execution, including calendar coordination, travel planning, inbox management, and basic financial administration such as bookkeeping support and accounts receivable follow-up. The EA will function as the central hub for tasks, priorities, and communication across the firm.

Responsibilities

Oversee complex scheduling for two firm principals and keep calendars current.
Coordinate meetings, manage calendar accuracy, and adjust plans when priorities shift.
Resolve conflicts in scheduling proactively and make real-time changes when needed.
Arrange domestic and international travel, including flights, lodging, ground transport, and full trip logistics.
Update itineraries and modify travel plans as priorities change.
Monitor executive email accounts and flag urgent or important messages.
Draft replies, organize incoming communication, and keep inboxes streamlined and manageable.
Escalate only the matters that truly require executive attention.
Support bookkeeping tasks, including expense tracking and basic financial recordkeeping.
Assist with accounts receivable tracking and follow-up.
Maintain organized financial documentation and records.
Track tasks and follow-ups through completion without repeated reminders.
Provide general administrative support across the firm.
Help improve internal workflows and reduce the need for constant oversight.

Requirements

5 to 8 years of experience in an Executive Assistant, operations, or senior administrative support role.
Proven ability to manage calendars, scheduling, and executive-level communications.
Comfort with light bookkeeping duties and accounts receivable support.
Strong written and spoken English communication skills.
Excellent organizational skills and close attention to detail.
Ability to work independently and take initiative with minimal direction.
Good judgment when deciding what to prioritize and when to escalate information.
Experience supporting founders, executives, or small investment or financial firms is a plus.
Familiarity with bookkeeping tools or accounting software is preferred.
Experience handling multiple inboxes or a high volume of communication is preferred.
Background in operations or finance-adjacent support work is preferred.
This is a fully remote position.
Preferred working hours are Monday through Friday, 9:00 AM to 5:00 PM EST for overlap with the team.
The role is aimed at mid-level candidates with 5 to 8 years of relevant experience.
It is intended as a long-term, stable support position embedded with firm leadership.

What the Role Offers

Direct exposure to the principals in a high-trust setting.
Experience across operations, finance support, and executive assistance.
The chance to become a key operator within a lean investment team.
High autonomy and meaningful ownership of daily execution.

Ideal Candidate Profile

Experienced Executive Assistants who do well in small, trust-based environments.
People who enjoy bringing order to complex, fast-moving situations.
Detail-oriented professionals who are comfortable managing several responsibilities at once.
Candidates who prefer taking initiative over waiting for step-by-step instructions.

Work Location and Schedule

The role is fully remote and is based in the United States. The preferred schedule is Monday to Friday, 9:00 AM to 5:00 PM EST.

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