Executive Assistant

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee the calendars, meetings, and travel arrangements for Directors, including investor meetings, board meetings, due diligence sessions, and conferences.

• Manage and prioritize inboxes; draft and dispatch correspondence on behalf of the Directors.

• Create meeting agendas, briefing materials, and follow-up notes; monitor action items to ensure completion.

• Coordinate logistics for investor roadshows, capital raising events, and internal offsite meetings.

• Handle expenses, invoicing, document organization, and various administrative tasks.

• Serve as the primary point of contact for incoming inquiries from potential investors, advisers, and intermediaries.

• Respond quickly and professionally, assessing leads based on established criteria (sophisticated/wholesale investor status, investment size, alignment with mandates).

• Arrange follow-up calls and meetings with Directors, ensuring that prospects receive the necessary materials (IM, fact sheets, NDAs).

• Monitor every lead through the pipeline to ensure no inquiry is left unanswered.

• Assist with regular investor updates, distribution notices, and occasional investor communications.

• Manage the daily administration of our monday.com CRM, ensuring investor, prospect, and adviser records are accurate, complete, and up-to-date.

• Maintain pipeline boards, tagging prospects by stage, source, and mandate, while ensuring activity logs reflect all interactions.

• Develop and enhance boards, automations, forms, and dashboards to optimize workflows and reporting.

• Generate weekly pipeline reports and metrics for the Directors.

• Integrate monday.com with email, calendar, and document storage, providing the Directors with a single source of truth.

• Facilitate investor onboarding by coordinating with the fund administrator/registry regarding application forms, AML/KYC, and unit registry updates.

• Aid in the preparation and distribution of monthly/quarterly investor reports, performance updates, and statements.

• Organize document libraries for fund-related documents (IM/PDS, deeds, compliance plans, board papers, service-provider agreements).

• Collaborate with external service providers, including the fund administrator, custodian, auditor, legal counsel, and compliance consultants.

• Help monitor important compliance and reporting deadlines, ensuring that nothing is overlooked.

• Support various ad-hoc projects related to capital raising, marketing materials, website updates, and events.

⛳️ Requirements

• 3+ years of experience as an Executive Assistant, Virtual Assistant, or operations coordinator, preferably supporting senior executives.

• Previous experience in funds management, financial services, wealth management, or professional services is highly valued.

• Practical experience with monday.com (or similar CRMs like HubSpot, Salesforce, Pipedrive) and a readiness to take charge of the platform.

• Exceptional written and verbal communication skills – polished, concise, and suitable for an investor audience.

• Strong organizational abilities to manage multiple priorities and meet deadlines without supervision.

• A high degree of discretion when dealing with confidential investor and commercial information.

• Tech-savvy and comfortable using modern productivity tools (Microsoft 365 or Google Workspace, Zoom/Teams, DocuSign, e-signature tools, document management systems).

• Self-motivated mindset – able to work independently, anticipate needs, and offer solutions rather than just pinpoint problems.

• Available during core business hours in the Directors’ time zone, with flexibility for investor meetings.

• Familiarity with AML/KYC processes and wholesale/sophisticated investor requirements is a plus.

• Experience collaborating with fund administrators, registries, or unit-trust structures is advantageous.

• Exposure to capital raising activities (roadshows, investor presentations, data rooms) is beneficial.

• Basic understanding of fund performance reporting and investor statements is a plus.

🏝️ Benefits

• Competitive salary.

• Opportunity to influence the HR function within a rapidly expanding BPO.

• Collaborate closely with a team of industry leaders who have successfully scaled BPOs in the past.

• Opportunities for career growth and professional development.