Senior Operations & Executive Assistant

We are a premium investing consulting firm helping high-capital investors build long-term wealth through Systematic Value Investing.

• Achieved 140% portfolio returns in 2024
• $523M+ in collective managed assets across 100+ high-net-worth clients
• 87% client renewal rate, reflecting the effectiveness of our services

Their mission is to provide strategic investment guidance that delivers measurable results and long-term client success.

We are seeking a highly organized, proactive, and detail‑obsessed Executive Assistant. This is not a basic assistant role; it is a high‑impact position designed for someone who wants to grow into an operational leadership role (Operations Lead) over time. The successful candidate will operate as a strategic extension of the founder and COO, managing high‑level responsibilities and executing operational initiatives with autonomy and precision.

Enable the COO to operate strategically by fully owning all administrative, operational, and communication workflows with precision, proactivity, and exceptional organization. This role requires strategic thinking, operational judgment, and the ability to perform at a senior level in a fast‑paced, high‑expectation environment.

• Operate in an operational role with a focus on execution, but with strong strategic judgment, far above basic administrative tasks.
• Provide direct support to the founder and executive team.
• Maintain 100% accurate and up-to-date client records, payments, renewals, and contracts.
• Provide warm, empathetic, and solutions‑oriented client responses via email and phone.
• Build, maintain, and improve SOPs, internal workflows, and operational systems.
• Organize internal work spaces, dashboards, documents, and resources across Notion, Airtable, Slack, Motion, GHL, Handshake, Dov, Kindly, and other operational tools.
• Identify recurring issues and communicate trends or process improvement opportunities to the COO.
• Support the COO with planning, priorities, and operational execution across teams.
• Maintain a deep understanding of programs, services, and policies to deliver accurate and confident client support.
• Prepare documents, meeting agendas, summaries, and follow‑up actions.
• Provide logistics and operations support for special projects, launches, and in‑person events.

• Maintain 100% accurate and up-to-date client records within the first 45 days and ongoing thereafter.
• Collect 100% of outstanding payments before their due date.
• Track 100% of client renewals and follow up exactly 30 days prior.
• Ensure all contracts are sent with 100% accuracy.
• Ensure all client and vendor communication is clear, empathetic, and error-free.

• Keep all internal documents, shared work spaces, agendas, and resources organized, accessible, and up-to-date, with no missing information.

• 3+ years of experience supporting founders, executives, or senior operators, preferably in startups, finance, or high‑demand small teams.
• Experience in roles such as Operations, Chief of Staff, Admin/Ops Assistant, or other operational titles.
• Excellent written and verbal communication skills.
• Native or bilingual English speaker (clarity of communication is essential).
• Highly organized with the ability to manage multiple priorities and meet deadlines in a fast‑paced environment.
• Strong problem‑solving skills, strategic thinking, and a continuous improvement mindset.
• Tech‑savvy with experience in tools like Notion, Airtable, Motion, Panda Doc, Calendly, Stripe, Slack, GHL, Handshake, Dov, Kindly.
• Attention to Detail:
  Especially in contracts, dates, documentation, and payment terms.
• Operational Excellence:
  Builds clean systems, processes, and structures that scale.
• Organization & Planning:
  Manages complex moving parts with clarity and structure.
• Judgment:
  Makes smart, context‑driven decisions; knows when to elevate or solve independently.
• Proactivity:
  Acts before being asked; brings solutions, not problems.
• Communication:
  Clear, concise, professional communication across channels.
• Integrity & Professionalism:
  Honest, reliable, and consistent, especially when working independently.
• High Standards & Enthusiasm:
  Shows energy, ownership, and a can‑do mindset.
• Openness to Feedback:
  Hungry to learn, quick to adapt.
• Empathy & Adaptability:
  Works well with clients and colleagues in dynamic environments.
• Growth‑Oriented:
  Desire and capacity to develop into a leadership role within the company.