About Us:
- HireHawk connects skilled professionals with remote career opportunities at U.S. and Canadian companies, helping build globally distributed teams. For this role, we're recruiting for a lean investment firm.
About the Role:
- In this full-time contractor role, you'll take ownership of administrative and context-heavy work that currently consumes roughly 30-40% of the Founder's time, helping him focus on investment decisions and important relationships.
- With a target of around 10 calls a day and frequently changing priorities, you'll need to understand the context behind requests, make decisions independently, and know when to escalate.
- You'll own the calendar, inbox, and executive coordination, with the opportunity to grow into broader operational responsibilities as the firm expands.
Responsibilities:
- Protect the Founder's time by owning his entire calendar, prioritizing investor, portfolio-company, and deal-related meetings across multiple time zones, and resolving scheduling conflicts.
- Keep his work inbox organized and actionable by triaging high-volume correspondence, identifying urgent or deal-critical items, and distinguishing what needs his attention from what you can resolve independently.
- Keep relationships and live opportunities moving by coordinating with investors, search funds, portfolio companies, and sellers, tracking commitments, and ensuring timely follow-up.
- Prepare the Founder for meetings with relevant materials, relationship history, and concise context so he can enter each conversation informed.
- Maintain accurate CRM and contact records so pipeline activity, relationship history, and next steps remain current and easy to find.
- Coordinate complex domestic and international travel, including detailed itineraries, trip logistics, and rapid adjustments when plans change.
- Anticipate competing priorities and missing information, use business context to recommend the right next step, and address issues before they disrupt the Founder's schedule.
Requirements:
- 3+ years supporting senior executives, partners, or principals, including prior Executive Assistant experience supporting a founder or principal in investment management, private equity, venture capital, or financial services.
- Demonstrated ownership of complex executive calendars and high-volume inboxes, with the judgment to prioritize based on business context rather than wait for instructions.
- Hands-on experience coordinating complex domestic and international travel, including detailed itineraries and last-minute changes.
- Advanced proficiency with Gmail, Google Calendar, and Google Workspace, plus strong working proficiency with Zoom and CRM platforms.
- Excellent written and spoken English, with the confidence and diplomacy to communicate with investors, executives, and other external stakeholders.
- Exceptional attention to detail, reliable follow-through under time pressure, and discretion when handling confidential financial and business information.
- A professional remote workspace and availability for the Eastern Time schedule above, including some responsiveness outside core hours or on weekends for urgent scheduling or travel changes. This is not a recurring weekend shift.
Nice to Have:
- Hands-on experience with HubSpot.
- Experience in investor relations or client services.
- Experience in fund administration.
