Personal Executive Assistant | Operations Coordinator |

About the Role
We are seeking a highly organised, proactive, and detail-oriented Personal Executive Assistant
to provide direct support to a busy executive managing multiple business interests, including
investment banking, consulting, legal advisory work, private funds, and private equity projects.

 

This role will serve as a central point of coordination across various business activities, helping
maintain visibility across projects, manage priorities, streamline communications, and ensure
key tasks and deadlines are tracked effectively.

 

The ideal candidate is exceptionally organised, resourceful, and capable of bringing structure to
a fast-paced environment while reducing administrative workload and increasing overall
productivity.

 

Key Responsibilities
Executive & Administrative Support
● Manage and maintain executive calendars across multiple business interests.
● Schedule meetings, calls, and appointments.
● Coordinate follow-ups with clients, partners, investors, and stakeholders.
● Monitor inboxes and ensure important communications are actioned promptly.
● Organise documents, files, and administrative records.
● Prepare meeting agendas and assist with meeting follow-up actions.

Project & Task Management
● Maintain a clear overview of ongoing projects, priorities, and deadlines.
● Track action items across multiple businesses and engagements.
● Develop and maintain project tracking systems and workflows.
● Ensure tasks are progressing and stakeholders remain accountable.
● Provide regular status updates and progress reports.
● Help identify bottlenecks and areas requiring executive attention.

Operations & Process Coordination
● Create and implement organisational systems to improve efficiency.
● Support the executive in managing competing priorities across multiple ventures.
● Coordinate information between projects and business entities.
● Assist with process documentation and workflow improvement initiatives.
● Maintain operational visibility across business activities.

Investor & Platform Administration
● Support administrative tasks related to investor communications and reporting.
● Assist with data management and document organisation within investment platforms.
● Learn and utilise platforms such as InvestNext and other business systems as required.
● Coordinate investor-related scheduling and follow-up activities.

Required Skills & Experience
● Previous experience as an Executive Assistant, Personal Assistant, Operations
Coordinator, Project Coordinator, or similar role.
● Exceptional organisational and time management skills.
● Strong written and verbal English communication skills.
● Ability to manage multiple priorities simultaneously.
● Experience with calendar management and scheduling.
● Strong attention to detail and follow-through.
● High level of discretion and professionalism when handling confidential information.
● Self-motivated and comfortable working independently in a remote environment.

Technical Skills
● Proficiency with Microsoft Office Suite, including:
     ○ Outlook
     ○ Word
     ○ Excel
     ○ PowerPoint
● Comfortable learning new software and systems quickly.
● Experience with project management or task management tools is advantageous.
● Experience with CRM, investor management, or business administration platforms is a
plus.

● Experience supporting senior executives, entrepreneurs, attorneys, consultants, or
finance professionals.
● Exposure to investment banking, private equity, finance, legal services, or consulting
environments.
● Strong project coordination experience.
● Experience managing competing priorities in a fast-paced business environment.

 

Personal Attributes
The ideal candidate will be:
● Highly organised and process-driven.
● Proactive and able to anticipate needs before they arise.
● Resourceful and solutions-oriented.
● Comfortable working with minimal supervision.
● Adaptable and able to manage changing priorities.
● Professional, reliable, and trustworthy.
● Able to provide structure and clarity in a dynamic environment.

Success in This Role
Success in this position means becoming a trusted right-hand support partner who creates
organisation, accountability, and visibility across multiple businesses and projects. The
successful candidate will free up executive time by ensuring tasks, communications, schedules,
and priorities are effectively managed, allowing the executive to focus on high-value strategic
work.

$500 - $900 a month