Overview
An established investment firm is seeking a highly skilled career Executive Assistant/Personal Assistant to provide direct support to the head of Investor Relations. This is a unique opportunity to work at the center of a dynamic, fast-paced investment environment while managing both professional and personal responsibilities for the firm’s most senior executive.
The ideal candidate is proactive, highly organized, and capable of acting as a true “second brain” to senior leadership. This role requires someone who can anticipate needs, coordinate complex investor-facing workflows, and ensure that Investor Relations operates with precision, professionalism, and institutional quality.
The role is full-time, in the office 4 days a week and one day work from home from the hours of 8:30 am-5:30 pm
Responsibilities
Investor Relations Support
- Provide high-touch administrative and execution support to the Head of Investor Relations, including daily prioritization, scheduling, and workflow management.
- Coordinate meeting logistics, including:
- Investor calls and meeting scheduling
- Internal calls and meeting scheduling
- Call and meeting notes, action items, and follow-ups
- Investor briefing notes and preparation materials
- Travel and accommodation for offsite meetings
- Partner with the CIO and Head of Investor Relations to maximize meeting density, preparation, and follow-through during high-impact travel and fundraising periods.
- Act as a gatekeeper and liaison across internal stakeholders and external investors to optimize senior leadership time.
- Ensure meeting agendas are prepared, follow-ups tracked, and deadlines executed with rigor.
- Support the overall success of Investor Relations by ensuring every investor interaction is coordinated seamlessly and executed at an institutional standard.
Fundraising and Investor Materials Management
- Own organization and maintenance of IR collateral and fundraising materials, ensuring accuracy, polish, and version control.
- Coordinate preparation and distribution of bespoke investor materials for meetings and follow-ups.
- Manage dataroom workflows, including uploads, diligence requests, and document organization.
- Support quarterly investor communications, including quarterly letter statistics and distribution support.
- Oversee collateral management across fundraising cycles and ongoing LP engagement.
LP Administration and Operations
- Track LP administrative changes and investor servicing requests.
- Support IR hotline responsiveness and routing.
- Maintain and update CRM records, ensuring institutional-grade investor data integrity.
- Manage mailing list updates and investor communication segmentation.
- Support investor account servicing workflows, ensuring responsiveness and accuracy.
Branding, LinkedIn and Reporting Support
- Assist with email campaigns and investor communications infrastructure.
- Support website management and IR-facing updates as needed.
- Assist with LinkedIn management and external IR presence coordination.
Events
- Coordinate end-to-end execution of all Investor Relations events and external engagement activity, including:
- Roadshows and fundraising travel
- Investor conferences and meeting programs
- LPAC dinners and investor-hosted events
- Annual General Meeting (AGM) and virtual AGM planning
- Miscellaneous LP and prospect events
- Manage logistics, scheduling, and materials preparation to ensure all events are executed seamlessly and reflect institutional quality.
- Ensure senior leadership is fully supported before, during, and after events, with tight follow-through and organized documentation.
Executive Administration and CRM Operations
- Manage complex calendars across time zones, coordinating seamlessly with internal executives, external stakeholders, and investors.
- Support the Head of IR’s calendar coordination and sales pipeline scheduling as needed.
- Oversee expense tracking and reporting for IR leadership.
- Manage CRM hygiene, meeting documentation, and follow-up cadence tr
Requirements
Education
- Bachelor’s degree required
Experience
- 5–8+ years supporting senior executives, ideally within asset management, Investor Relations, or financial services.
- Demonstrated ability to manage complex calendars, investor-facing logistics, and high-stakes external communications.
- Career administrative professional mindset with commitment to excellence in the EA craft.
Technical Skills
- Proficiency in Microsoft Excel and PowerPoint, with the ability to translate complex data into polished, investor-ready materials.
- Familiarity with CRM systems and investor reporting tools such as DealCloud and Andouin.
Salary and Benefits
Compensation & Hours
- 160K + discretionary bonus.
- 20 PTO days per year.
- 100% paid benefits (Health, Dental, Vision) with optional additional coverage.
- Core hours: 8:30 am – 5:30 pm, with an expectation of availability before/after hours and a 24/7 mindset to ensure continuity.
- Daily Breakfast, Lunches
