Executive Assistant

The Executive Assistant provides high-level administrative and project management support to help ensure the Investment Office runs smoothly and efficiently. This role is responsible for managing C-level calendar and priorities, preparing and overseeing key investment-related reporting for leadership meetings, coordinating communication and logistics, and supporting cross-functional projects across multiple teams. The Executive Assistant also serves as a key liaison between internal leadership, board-level stakeholders, and external partners.

• Manage complex calendar, meeting preparation, and shifting priorities, proactively resolving scheduling conflicts
• Act as the primary point of contact for communications, helping gather and summarize materials in advance of meetings
• Coordinate domestic and international travel planning, itineraries, and onsite support when needed
• Support communication with senior stakeholders including board members, external advisors, and investment partners, handling interactions with professionalism and discretion
• Draft and edit executive-level memos, presentations, and communications to maintain clarity, consistency, and tone
• Process travel expenses and ensure compliance with internal guidelines

• Own end-to-end preparation for Investment Committee meetings including agendas, materials organization, proofreading, distribution, meeting logistics, minutes, and tracking follow-up action items
• Partner closely with investment team members and other internal stakeholders to ensure materials are accurate and delivered on time

• Lead and organize projects such as improving internal processes, implementing tools, and coordinating team planning/offsite meetings
• Manage timelines, stakeholders, risks, and decisions across initiatives, and provide progress updates as needed

• Run weekly investment team meeting rhythms: build agendas, consolidate inputs, take notes, publish summaries, and track follow-ups through completion
• Maintain day-to-day operational workflow and internal information flow, including shared calendars and collaboration channels
• Support budgeting and forecasting work by tracking administrative spending and preparing periodic updates
• Process contracts, invoices, and vendor payments, approving routine expenses when appropriate
• Coordinate complex meetings and events (including AV and virtual platforms) and ensure deadlines and action items are met

• Participate in special projects, working groups, and professional development
• Perform other responsibilities as assigned

• Bachelor’s degree (or equivalent) plus at least 4 years of experience supporting senior executives and/or managing complex operations or projects
• Experience or exposure to investments, finance, or business is a plus
• Background in financial services, asset management, endowments, or foundations is strongly preferred
• Comfortable working with investment-related reporting and basic financial concepts (performance reports, portfolio summaries, manager updates, etc.)
• Strong project management ability — capable of planning and coordinating work across multiple teams and meeting deadlines
• Excellent writing, editing, and presentation skills, including review of documents that include financial/investment information
• Highly organized, proactive, and able to manage multiple priorities independently
• Advanced Microsoft Office skills (especially Outlook, Excel, and PowerPoint), and strong skills in virtual meeting tools
• Professionalism, discretion, and strong judgment when working with senior and external stakeholders