Executive Assistant (Venture Capital Fund Support)
Executive Assistant / Part-Time 500 - 700 USD per-month-salaryJob Overview
Role Overview
We’re seeking a proactive, highly organized Executive Assistant to support a small, fast-moving venture capital fund. This is an admin-first role designed to help the Founder stay organized across a growing portfolio (25+ companies), investor communications, and an upcoming fundraising workflow. The right person is detail-oriented, discreet, and comfortable operating in an environment where priorities shift quickly. Portfolio/fund operations experience and workflow automation skills are nice-to-haves, not requirements—there is room to grow into more responsibility over time.
Key Responsibilities
1) Executive & Administrative Support (Primary)
● Own calendar management: scheduling, rescheduling, and prioritizing meetings across multiple stakeholders
● Keep meetings organized: agendas, confirmations, reminders, and follow-ups
● Manage inbox triage (as assigned): flag urgent items, draft responses, organize threads, and maintain follow-up lists
● Maintain a structured task/to-do system to ensure nothing falls through the cracks
2) Portfolio & Reporting Coordination (Admin-Focused)
● Track key portfolio items and recurring needs across 25+ companies (requests, follow-ups, reporting status)
● Coordinate collection of portfolio company updates and routine reporting
● Organize and maintain portfolio records, meeting notes, and reference documents
● Support board-related logistics (scheduling, prep reminders, organizing materials)
Nice-to-have growth area: With time, support may expand to basic portfolio support coordination (e.g., helping track CEO objectives, action items, and follow-ups after meetings—under the Founder’s direction).
3) Investor Relations & Fundraising Support
● Support fundraising workflows by coordinating communications with prospective and existing investors
● Schedule meetings, track outreach status, and maintain CRM/pipeline notes (as directed)
● Organize investor materials and keep key documents accessible and version-controlled
● Assist with event/travel scheduling related to fundraising and investor meetings
4) Process & Documentation Support
● Create and refine SOPs and internal documentation as workflows evolve
● Build simple trackers and dashboards (spreadsheets/Notion/Airtable—depending on the tool stack)
● Improve operational rhythm by standardizing meeting notes, action items, and follow-up systems
5) Productivity Tools & Optional Automation (Nice-to-Have)
● Comfortable learning and using modern tools for productivity and documentation
● Nice-to-have: familiarity with workflow automations (e.g., Zapier) and tools like Notion
● Example (optional): helping streamline how meeting notes/tasks get captured from tools like Fathom into a task system (manual at first; automation later if capable)
Confidentiality & Security Expectations (Important)
Because this is an investing environment with high sensitivity (wire info, investor details, confidential materials), the EA must:
● Maintain strict confidentiality and professional discretion
● Follow company security procedures for access, sharing, and document handling
● Be comfortable working with limited permissions initially, with increased access earned over time
Role Overview
We’re seeking a proactive, highly organized Executive Assistant to support a small, fast-moving venture capital fund. This is an admin-first role designed to help the Founder stay organized across a growing portfolio (25+ companies), investor communications, and an upcoming fundraising workflow. The right person is detail-oriented, discreet, and comfortable operating in an environment where priorities shift quickly. Portfolio/fund operations experience and workflow automation skills are nice-to-haves, not requirements—there is room to grow into more responsibility over time.
Key Responsibilities
1) Executive & Administrative Support (Primary)
● Own calendar management: scheduling, rescheduling, and prioritizing meetings across multiple stakeholders
● Keep meetings organized: agendas, confirmations, reminders, and follow-ups
● Manage inbox triage (as assigned): flag urgent items, draft responses, organize threads, and maintain follow-up lists
● Maintain a structured task/to-do system to ensure nothing falls through the cracks
2) Portfolio & Reporting Coordination (Admin-Focused)
● Track key portfolio items and recurring needs across 25+ companies (requests, follow-ups, reporting status)
● Coordinate collection of portfolio company updates and routine reporting
● Organize and maintain portfolio records, meeting notes, and reference documents
● Support board-related logistics (scheduling, prep reminders, organizing materials)
Nice-to-have growth area: With time, support may expand to basic portfolio support coordination (e.g., helping track CEO objectives, action items, and follow-ups after meetings—under the Founder’s direction).
3) Investor Relations & Fundraising Support
● Support fundraising workflows by coordinating communications with prospective and existing investors
● Schedule meetings, track outreach status, and maintain CRM/pipeline notes (as directed)
● Organize investor materials and keep key documents accessible and version-controlled
● Assist with event/travel scheduling related to fundraising and investor meetings
4) Process & Documentation Support
● Create and refine SOPs and internal documentation as workflows evolve
● Build simple trackers and dashboards (spreadsheets/Notion/Airtable—depending on the tool stack)
● Improve operational rhythm by standardizing meeting notes, action items, and follow-up systems
5) Productivity Tools & Optional Automation (Nice-to-Have)
● Comfortable learning and using modern tools for productivity and documentation
● Nice-to-have: familiarity with workflow automations (e.g., Zapier) and tools like Notion
● Example (optional): helping streamline how meeting notes/tasks get captured from tools like Fathom into a task system (manual at first; automation later if capable)
Confidentiality & Security Expectations (Important)
Because this is an investing environment with high sensitivity (wire info, investor details, confidential materials), the EA must:
● Maintain strict confidentiality and professional discretion
● Follow company security procedures for access, sharing, and document handling
● Be comfortable working with limited permissions initially, with increased access earned over time
Required Qualifications
- 3–4+ years experience supporting a founder/executive in a fast-paced environment (startup, finance, VC, consulting, or similar)
- Strong calendar, scheduling, and follow-up discipline
- Excellent written English and professional communication skills
- Highly organized with strong attention to detail
- Comfortable handling multiple priorities and switching context quickly
- Tech-savvy and able to learn new tools independently
Nice-to-Have Qualifications
- Experience in venture capital, startups, portfolio support, investor relations, or fund operations
- Experience managing CRMs/pipelines or reporting workflows
- Familiarity with Notion, Airtable, Asana/Monday, HubSpot, or similar tools
- Basic automation experience (Zapier / workflows)
Tools (Preferred / Common)
- Google Workspace or Microsoft Office (depending on the fund’s setup)
- Notion and/or task systems (as applicable)
- Meeting note tools (e.g., Fathom) and internal trackers
- CRM/pipeline tracker (if used)
What Success Looks Like (First 60–90 Days)
- Founder’s calendar is consistently under control (prioritized, confirmed, and prepared)
- Portfolio follow-ups and reporting requests are tracked and closed out reliably
- Fundraising/investor coordination feels smoother with clear tracking and less back-and-forth
- SOPs and internal processes are documented and easier to repeat
- The EA starts identifying proactive improvements (templates, reminders, systems)
Why Join Assist World?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM