Reporting to the COO, the Executive Assistant will provide high-level administrative support to the Investment Leads. The role requires a proactive and highly organized professional with exceptional communication and interpersonal skills. The Executive Assistant will manage complex calendars, coordinate domestic and international travel, handle confidential information, and act as a key liaison between the Leads and internal/external stakeholders. Success in this role requires discretion, efficiency, and the ability to anticipate needs in a fast-paced environment.
Responsibilities
Calendar Management
Accurately and efficiently manage and coordinate the Leads schedules, including prioritising and scheduling meetings, appointments and conference calls
Proactively address potential scheduling conflicts and adjust, when necessary
Travel Coordination
Arrange and manage complex domestic and international travel, including flights, accommodations, and ground transportation and other logistics
Ensure travel plans align Leads preferences and business requirements
Prepare pre-trip meeting and information documents to ensure smooth travels
Support filing of post-trip claims and reimbursements
Evaluate corporate travel agents annually and recommend adjustments as needed.
Identify, and curate travel booking platforms or vendors (eg. Booking.com, and other relevant sites) that would support Leads travels
Track and exercise budget prudence in managing Leads travels and entertainment
Miscellaneous
Provide timely back-up support during fellow EAs absence, including but not limited to support of the team
Maintain clear and timely communication regarding meeting schedules, travel plans, and administrative updates.
Requirements
At least 5 years of experience as an Executive Assistant, in VC, fund management, or high-growth/start-up environments.
Excellent verbal and written communication skills.
Proficient in Outlook (calendar management), Microsoft Office Suite (Word, Excel, PowerPoint, Teams), and online communication tools (e.g., Zoom).
Proven ability to manage sensitive and confidential information with discretion.
Highly organized with exceptional attention to detail; able to manage large volumes of information while keeping track of priorities.
Multitasking skills, with the ability to remain calm and effective under pressure.
Possesses a can-do and growth mindset, proactively seeking new ways and skills to enhance contributions to the team
Comfortable embracing IT tools and new technologies to enhance workflow efficiency.
High energy, self-motivated, passion for excellence and success
