Executive Assistant

Company Overview:

TalentsThatFit is an outsourcing company based in the Philippines that provides cost-effective HR and EOR services to businesses who are scaling their team here in the Philippines. At TalentsThatFit, we prioritize relationship building with our clients, our internal team, and the talents that we serve.

Job Description

Position Overview

A successful and rapidly-growing private investment firm is seeking an Executive Assistant / Operations Manager to serve as the operational and administrative backbone of the business. You will work directly with the Founder and coordinate a distributed team of contractors and specialists, ensuring that all deals, investor relationships, and operations run smoothly and on schedule.

This is not a traditional administrative role – you will have significant responsibility for project management, process design, deal coordination, and strategic operational execution. You will be essential to the firm's ability to close investment deals and manage relationships with investors.

Key Responsibilities

Deal Execution & Closing (35%)

• Coordinate end-to-end execution of investment transactions
• Manage deal closing checklists, timelines, and deliverables
• Ensure all required documents are prepared, reviewed, and executed on time
• Collect and verify investor documentation (KYC/AML, accreditation, subscription agreements)
• Coordinate with legal, custodian, and banking partners on transaction mechanics
• Update investor cap table and track capital commitments and fund movements
• Ensure regulatory and compliance requirements are met for each transaction

Project & Team Coordination (30%)

• Coordinate work across distributed team members (analysts, specialists, contractors)
• Brief team members on projects, deadlines, and deliverables
• Track project progress and flag delays or issues proactively
• Quality control on deliverables (models, presentations, documents)
• Facilitate weekly team coordination calls and status reviews
• Manage priorities and workload across multiple simultaneous projects
• Serve as central point of contact between all team members and the Founder

Operations & Systems (20%)

• Design and implement operational systems, processes, and workflows
• Maintain deal and investor management systems
• Organize and manage digital files, documents, and data rooms
• Track key business metrics and KPIs across operations
• Process payments to contractors and manage vendor relationships
• Continuously improve efficiency and identify process improvements

Investor Operations & Administration (10%)

• Support investor onboarding and portal access
• Process capital calls and investor distributions (if applicable)
• Prepare and distribute investor communications and reports
• Handle investor inquiries and coordinate responses
• Maintain investor records and documentation for compliance
• Support preparation of investor reporting materials

Calendar & Logistics (5%)

• Manage the Founder's calendar across multiple time zones
• Schedule investor and business meetings
• Arrange travel logistics (domestic and international)
• Prepare materials for meetings and calls
• Take notes and track action items from meetings

Required Experience & Education

Experience:

• 3+ years in executive support, operations, project management, or similar role in a professional environment (finance, law, consulting, technology, or similar)
• Proven experience managing complex, multi-step projects with multiple stakeholders
• Experience with deal execution, transaction coordination, or similar complex processes
• Demonstrated ability to manage and coordinate across different teams or departments
• Proficiency with spreadsheets, document management, and project tracking tools

Education:

• Bachelor's degree (any field) preferred
• Or equivalent professional experience demonstrating equivalent capabilities

Essential Skills:

• Exceptional organizational ability – Manage many moving parts simultaneously without missing details
• Project management – Ability to track timelines, dependencies, and deliverables
• Communication – Clear, professional written and verbal communication with diverse audiences
• Initiative & problem-solving – Proactively identify issues and propose solutions
• Discretion & confidentiality – Handle sensitive, confidential business information
• Attention to detail – Ensure accuracy in documentation, data entry, and process execution
• Adaptability – Comfortable in fast-paced, changing environment with ambiguity
• Technology proficiency – Strong with spreadsheets, email, document management, and learning new platforms
• Reliability & accountability – Follow through on commitments; take ownership of outcomes

Nice-to-Have Qualifications

• Experience in private equity, asset management, investment banking, or corporate finance
• Understanding of deal structures, investment terms, or securities
• Project management certification (PMP, PRINCE2)
• Familiarity with CRM systems or investor management platforms
• Experience with regulatory compliance or KYC/AML processes
• International business experience or multilingual capability

What This Role Offers

• Work directly with the Founder on strategic initiatives
• Build operational systems and infrastructure from the ground up
• Significant responsibility and visible impact on firm success
• International exposure (work with global partners and investors)
• Clear growth path to senior operations or COO-type role
• Involvement in closing real investment transactions

Physical Requirements

• Comfortable working flexible hours to accommodate international time zones

Job Type: Full-time

Pay: Php30, Php35,000.00 per month

Work Location: Remote