Executive Assistant- 63288460135

Position: Executive Assistant to the Chairman

Location: Remote: SA/PH

Work Schedule: Core hours 8:00 a.m. – 5:00 p.m. Pacific Time, with off-hours responsiveness for travel disruption and time-sensitive transaction matters.

Salary:Market Related

We are a private investment firm making control and structured investments, with concentration in architecture and engineering services and real estate. The Chairman serves as the chairman across several portfolio companies and works alongside institutional co-investors, limited partners, and lenders.

The environment is small, fast-moving, and unusually information-dense. A lean team carries a large volume of simultaneous transactions, board obligations, and stakeholder relationships. 

We are seeking an experienced Executive Assistant to serve as the operational center of the Chairman's working life. You will own the calendar, own the travel, and own the follow-through.

Success in this role is measured simply: the Chairman spends his time on investment judgment, board leadership, and relationships, and spends close to none of it on logistics, reconciliation, or chasing people for answers.

This is a high-trust, high-context position. You will have routine visibility into live transaction information, board materials, investor correspondence, and personal financial and family matters. Discretion is the threshold requirement for the role.

• Own and actively manage a fluid calendar spanning transaction work, multiple portfolio company board and committee cycles, investor and lender meetings, professional advisors, and personal commitments.
• Coordinate directly with the assistants and chiefs of staff of portfolio company CEOs, co-investors, bankers, and outside counsel to schedule across organizations.
• Reconcile competing requests against stated priorities. Protect designated focus blocks. Surface conflicts early rather than reporting them after they have become problems.
• Manage recurring quarterly board and committee cycles across portfolio companies, including advance scheduling, materials deadlines, and meeting logistics.
• Build realistic transitions and buffer into travel days. 

• Build comprehensive domestic and international itineraries: commercial and private aviation, ground transportation, lodging, restaurant and club reservations.
• Coordinate travel across a multi-property footprint including residences in Hawaii, Southern California, Northern California, and Mexico, plus recurring business travel to New York, Chicago and other cities in the U.S.
• Maintain current traveler profiles for the Chairman and, where applicable, family and guests: passports and visas, Global Entry and known-traveler numbers, loyalty programs, seat and lodging preferences.
• Manage group and multi-family trip logistics, including guest itineraries, rooming assignments, activities, and club and tee-time reservations.
• Handle disruption in real time — rebooking, ground changes, and the downstream calendar consequences.

• Serve as the scheduling and information hub between the Chairman and on-site property managers in Hawaii, Northern California, and Mexico.
• Collect and consolidate status from each property manager on a set weekly cadence. Track open items to closure. Escalate important decisions to the Chairman.
• Coordinate arrival and departure preparation, guest stays, and vendor or contractor visit scheduling with the relevant on-site manager.

• Reconcile corporate and personal card statements against the calendar on a monthly cycle. Allocate charges by entity and documented business purpose across the management company, fund vehicles, and portfolio company accounts.
• Assemble and submit expense reports. Track reimbursements through to receipt.
• Route invoices for approval and payment. Maintain vendor and professional-services records.
• Maintain organized digital files and a renewal calendar for recurring administrative obligations: insurance policies and certificates, vehicle and property registrations, memberships, licenses, and annual filings across multiple states and jurisdictions.

• Maintain the Chairman's task and pipeline tracking system (Notion) as the single source of truth. Capture commitments from meetings and correspondence, assign owners and dates, and drive items to closure.
• Track deliverables and deadlines across simultaneous transactions: indications of interest, diligence milestones, data room access, NDA execution status, and banker and advisor call cadence.
• Produce a weekly forward-look covering the next two weeks — what is committed, what requires preparation, and what is at risk of slipping.
• Prepare pre-meeting briefs: attendees and background, prior correspondence, open items, and the intended outcome of the meeting.

• Triage the inbox. Surface what requires the Chairman's attention, route what does not, and maintain a reliable follow-up loop on anything awaiting a response.
• Draft scheduling communications, routine correspondence, and follow-ups for review.
• Schedule and confirm calls with external parties and distribute materials and agendas in advance.

• Seven or more years supporting a senior executive.
• Demonstrated experience building and managing complex multi-time-zone travel, including international.
• Fluency in Microsoft 365 (Outlook, Teams, OneDrive, Excel). Demonstrated record of learning new systems quickly.  Willingness to learn and utilize artificial intelligence tools (i.e. Claude and Chat GPT)
• Written and spoken English at a standard suitable for correspondence and communication with institutional investors and senior executives.
• A verifiable record of handling confidential information. Willingness to complete background, identity, and reference verification as a condition of engagement.

• Anticipatory. You are two steps ahead. You raise the thing the Chairman has not thought of yet, and you raise it early.
• Willing to hold a line. You can tell a portfolio company CEO's assistant that Thursday does not work, and tell the Chairman that he has over-committed.
• Calm under compression. Priorities shift fast and often. 
• Discreet by instinct. 
• Low ego, high ownership. 

Working Conditions

• Core coverage 8:00 a.m. to 5:00 p.m. Pacific, with responsiveness outside those hours for travel disruption and time-sensitive transaction matters.
• The Chairman travels frequently and is regularly in Hawaii Standard Time and Eastern Time. Comfort operating across a five-hour internal spread is essential to the role.
• No travel required

• This role has routine access to material non-public information concerning private companies and, at times, publicly traded companies.
• The successful candidate will execute a confidentiality and non-disclosure agreement.
• Background check, identity verification, and reference verification are conditions of engagement.

By day 90, the person in this seat should have:

• Full ownership of the calendar.
• The ability to book travel end to end.
• The monthly expense reconciliation and entity allocation process running on cadence.
• The task system current, accurate, and producing a reliable weekly forward-look.
• Established working contact with each property manager and with the assistant of each portfolio company CEO.  This can be delayed for 90 days so that candidate has a clear focus on the calendar and travel for first 90 days.