Executive Assistant - 19871

Executive Assistant (Investment Firm) - Fully Remote

Overview

Our client, a two-person investment firm, is seeking a highly capable Executive Assistant to provide end-to-end operational and administrative support.

This role is designed to fully integrate into the principals' daily workflow, taking ownership of scheduling, communication, and light financial administration so the leadership team can stay focused on investment activity and decision-making.

The ideal candidate is proactive, highly organized, and comfortable working with minimal oversight in a fast-moving, detail-sensitive environment.

Primary Function

The primary function of this role is to own day-to-day administrative execution, including scheduling, travel coordination, inbox management, and support with bookkeeping and accounts receivable.

The EA will serve as the operational "hub" of the firm, ensuring tasks are tracked, prioritized, and executed without requiring repeated follow-ups.

Key Responsibilities

Executive & Calendar Management

• Manage complex scheduling for two principals
• Coordinate meetings and ensure calendars remain accurate and up to date
• Proactively resolve scheduling conflicts and adjust priorities in real time
• Ensure meetings and commitments are automatically reflected and organized

Travel Coordination

• Book and manage domestic and international travel arrangements
• Handle itineraries, accommodations, transportation, and logistics
• Adjust plans as needed based on shifting priorities

Email Triage & Communication Management

• Monitor executive inboxes and identify urgent or high-priority messages
• Draft and organize responses for review or direct send
• Filter, organize, and de-clutter communications to ensure focus on key items
• Loop in executives only when necessary and appropriate

Bookkeeping & Financial Support

• Assist with basic bookkeeping tasks and expense tracking
• Support accounts receivable (AR) follow-ups and tracking
• Maintain financial documentation and organize records

Operational Support

• Ensure tasks and follow-ups are tracked through to completion
• Support general administrative needs across the firm
• Help streamline internal workflows and reduce manual oversight requirements

Required Qualifications

• 5-8 years of experience in an Executive Assistant, Operations, or high-level administrative support role
• Strong experience managing calendars, scheduling, and executive communication
• Comfortable handling light bookkeeping and AR responsibilities
• Excellent written and verbal English communication skills
• Highly organized with strong attention to detail
• Ability to work independently and proactively without constant direction
• Strong judgment in prioritizing and escalating information

Preferred Qualifications

• Experience supporting founders, executives, or small investment/financial firms
• Familiarity with bookkeeping tools or accounting systems
• Experience managing multiple inboxes or high-volume communication environments
• Background in operations or finance-adjacent support roles

Role Details

• Fully remote position
• Schedule: Monday-Friday, 9:00 AM - 5:00 PM EST (preferred overlap)
• Mid-level role targeting candidates with 5-8 years of experience
• Long-term, stable support role embedded directly with firm leadership

What This Role Offers

• Direct access to firm principals in a high-trust environment
• Broad exposure across operations, finance, and executive support
• Opportunity to become a central, indispensable operator within a lean investment team
• High autonomy with meaningful ownership over day-to-day execution

Who This Role Is Ideal For

• Experienced Executive Assistants who thrive in small, high-trust environments
• Operators who enjoy owning chaos and turning it into structured systems
• Detail-oriented professionals who are comfortable wearing multiple hats
• Individuals who prefer proactive execution over task-based instruction