Executive Assistant – Investment Operations
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About the role
We are looking for an Executive Assistant to support one of our asset management clients' daily investment operations, doing primarily the following tasks: market monitoring, meeting coordination, Investment Committee (IC) preparation, and trade record checks.
The ideal candidate would be someone 1-2 years into their career who wants to build a foundation in investment operations. Prior fund experience is a nice to have rather than a must have, but you do need to be sharp, detail-oriented, and genuinely hungry to learn to be considered for the role.
Key responsibilities
- Compile a daily market and portfolio-company news summary for the team
- Send calendar invites and coordinate meeting logistics with internal and external parties
- Download and back up meeting recordings/transcripts (Fireflies) into the correct shared folders
- Attend and take minutes for the weekly Sales Meeting and Investment Committee (IC) meeting; upload to shared folders
- Prepare and refine the IC presentation deck ahead of each weekly IC meeting
- Back up email correspondence into shared folders and Quick Notes, logging updates per contact
- Check and reconcile trade records for accuracy and completeness; flag discrepancies
- Meet fixed turnaround times (mostly within 24 hours) across all tasks
About you
- 1-2 years of experience in an EA, administrative, operations coordinator, or executive support role
- Comfortable with numbers and spreadsheets; willing to be trained on trade checking and IC deck formats
- Strong written English - minutes and summaries need to be clear and usable as-is
- Proficient with shared drives, calendar tools, and meeting-recording software (e.g. Fireflies)
- Reliable and self-directed under fixed deadlines, without needing reminders
- Comfortable asking questions or flagging uncertainty rather than guessing
- High discretion with confidential company, portfolio, and trade information
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