- Employment Type: Full-Time Contractor
- Workplace: Remote
- Compensation: USD $2,000 - $2,600/month
- Schedule: Monday-Friday core schedule will start at 8:00 AM or 9:00 AM and end at 5:00 PM or 6:00 PM U.S. Eastern Time, with exact hours finalized at hiring.
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
Must-Have:
- 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.