Contractor Executive Assistant

Our client, a seed-stage venture capital fund, is seeking an experienced, proactive, and highly motivated Executive Assistant to support the Managing Partner. This is a high-impact role requiring impeccable organizational skills, flawless written and spoken English, and the ability to thrive in a fast-paced, dynamic environment. The ideal candidate has a track record of supporting high-level executives in fast-paced environments. They thrive on creating structure, solving problems, and contributing to a collaborative and mission-driven team.

As the Executive Assistant, you will play a critical role in ensuring the Managing Partner’s focus remains on high-impact activities.

Key Responsibilities

1. Manage the Managing Partner’s complex calendar, scheduling meetings with portfolio companies, LPs, and external stakeholders.
2. Coordinate detailed travel arrangements, including flights, accommodations, and itineraries.
3. Track key deliverables and deadlines, ensuring the Managing Partner remains organized and focused on priorities.
4. Draft, proofread, and format correspondence, presentations, and reports.
5. Proactively identify opportunities to improve workflows and solve problems before they arise.
6. Work with the Chief of Staff to maintain the fund’s knowledge base, ensuring all documents are current and accessible.
7. Support portfolio company onboarding by managing checklists, templates, and documentation.
8. Collaborate with the Chief of Staff to document and streamline operational processes.
9. Track action items and project progress from internal and external meetings to ensure follow-through.
10. Manage expense reporting and reimbursements for the Managing Partner with accuracy.
11. Screen and prioritize incoming communications, responding or delegating as appropriate.
12. Manage and optimize task management systems to ensure nothing falls through the cracks.
13. Anticipate administrative needs and proactively address issues before they arise.
14. Assist with creating high-quality communications, including newsletters and updates.
15. Coordinate and execute events, ensuring flawless execution.
16. Act as a liaison between the Managing Partner and portfolio companies, facilitating smooth communication and scheduling.
17. Suggest improvements to enhance communication opportunistically.

What Success Looks Like

• Operational Excellence: Seamlessly managed schedules, workflows, and administrative tasks that enhance the Managing Partner’s efficiency.
• Proactive Support: Anticipated needs and implemented solutions before challenges arose.
• High-Quality Deliverables: Well-organized communications, events, and reports.
• Strong Relationships: Positive feedback from internal and external stakeholders.

Key Qualifications

• Experience: 3+ years of experience as an Executive Assistant.
• Proven experience managing complex executive schedules and supporting high-level leadership independently
• Skills: Exceptional organizational and time management skills, ability to multitask effectively. Native or near-native proficiency in written and spoken English. Ability to write professionally and persuasively.
• Other Skills: Handling sensitive information with discretion and integrity. Identifying gaps, proposing solutions, and executing improvements. Proficiency in Google Workspace, Airtable, and CRM systems. Experience with event planning.

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