Job Description
We are seeking an experienced and highly organized Executive Administrator to join our growing company. This role will be responsible for managing the day-to-day activities of the CEO, providing high-level administrative support, and ensuring smooth and efficient office operations. The position will also include exposure to light Investor Relations and transaction coordination activities. The ideal candidate is a proactive self-starter with a strong work ethic, exceptional organizational skills, and the ability to operate in a fast-paced, high-accountability environment. This individual must be detail-oriented, resourceful, and capable of managing multiple priorities with discretion and professionalism—while leveraging modern tools, including AI, to drive efficiency. Key Responsibilities Provide high-level administrative support to the CEO and leadership team Manage complex calendars, scheduling, and meeting coordination Prepare presentations, reports, and executive communications Maintain expense reports and assist with general accounting coordination Process vendor invoices and support payment tracking Perform data entry and maintain accurate internal records and systems Utilize AI tools and automation platforms to improve workflows, document creation, and operational efficiency Assist in building, implementing, and managing AI agents and automated workflows to support business operations, communications, and reporting Identify opportunities to streamline repetitive tasks through automation and process improvement Provide basic technical support and troubleshooting as needed Perform bank reconciliations and assist with financial documentation Coordinate meetings with third-party consultants (engineers, architects, vendors, etc.) Handle document notarization, mailing, and courier coordination Assist with marketing materials including brochures, presentations, and social media content Support HR-related administrative initiatives and internal processes Assist leadership with special projects and ad hoc requests Light Investor Relations & Coordination Assist in maintaining communication between investors and the corporate team Assist in responding to investor inquiries in a professional and timely manner Coordinate with CPA on preparation and distribution of tax documents (K-1s, W-2s) Assist in updating internal portfolio reports on a periodic basis Create and/or update presentations and materials as needed Support entity formations, documentation, and organizational tracking Qualifications 5–10 years of executive administrative experience or similar role Strong organizational, time management, and planning skills Excellent written and verbal communication abilities Ability to manage multiple priorities in a deadline-driven environment High level of attention to detail and accuracy Strong interpersonal, analytical, and problem-solving skills Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Outlook) Experience using AI tools (e.g., ChatGPT) and automation platforms to improve workflows Familiarity with or interest in building AI agents, automations, or workflow systems Professional integrity, discretion, and strong sense of ownership Self-starter with the ability to work independently and proactively Preferred (Not Required): Experience with automation tools (Zapier, Make, Notion, CRM systems, etc.) Exposure to finance, legal, or investment-related documentation Experience supporting executives in a fast-paced or entrepreneurial environment Compensation & Benefits Job Type: Full-time Salary: $65,000 – $80,000 per year Benefits: Health insurance Dental insurance Paid time off Schedule 8-hour shift Monday - Friday