[Hiring] Executive Assistant @HireHawk

Role Description

An investment firm is seeking a proactive, highly organized Executive Assistant to work directly with its Founder, who leads the firm’s investment activity, senior relationships, and final investment decisions. This role sits at the center of the firm’s day-to-day activity, managing the calendar, correspondence, and logistics that keep investment opportunities and important relationships moving forward. For the right person, the position offers a path toward broader operational responsibilities as the firm grows.

• Own the Founder’s calendar. Coordinate investor, portfolio, and deal-related meetings across multiple time zones. Anticipate conflicts, prioritize competing demands, and adapt quickly as schedules change.
• Manage the Founder’s inbox. Triage correspondence, flag time-sensitive and deal-critical matters, and ensure timely follow-up across key relationships and active investment opportunities.
• Coordinate complex travel. Arrange domestic and international travel, prepare detailed itineraries, manage trip logistics, and adjust plans quickly when circumstances change.
• Prepare the Founder for meetings. Compile relevant materials, background information, and relationship context so the Founder is well prepared for each conversation.
• Maintain accurate CRM records. Keep contacts, relationship histories, and investment pipeline activity organized, current, and reliable.

Qualifications

• At least three years supporting senior executives, partners, or principals.
• Experience in investment management, private equity, venture capital, a family office, or financial services is strongly preferred.
• Strong calendar management and prioritization skills, with the ability to manage competing demands and deliver accurate work under time pressure.
• Excellent written and verbal communication skills, a positive and personable approach, and the confidence to anticipate needs and act independently.
• A high degree of integrity, professionalism, and diplomacy when handling confidential information and sensitive relationships.
• Advanced proficiency with Gmail, Google Calendar, and Google Workspace, along with strong working knowledge of Zoom and CRM platforms. HubSpot experience is a plus.
• A professional remote working environment, full-time availability during U.S. Eastern Time hours, and the resilience to navigate frequently changing priorities.

Company Description