Executive Assistant (Investor Relations) - Private Equity

CONFIDENTIAL EXECUTIVE ASSISTANT – INVESTOR RELATIONS

Position Overview

A leading global private investment firm is seeking an experienced Executive Assistant to support senior professionals within its Investor Relations organization. This role is highly visible and requires an individual who can operate with discretion, sound judgment, and a high degree of independence in a fast-paced, relationship-driven environment.

The Executive Assistant will oversee complex calendars, investor communications, domestic and international travel, meeting preparation, expense management, relationship management, and a range of projects supporting the broader Investor Relations and fundraising functions.

The successful candidate will be proactive, highly organized, detail-oriented, and comfortable anticipating the needs of senior executives. The role requires excellent judgment, strong interpersonal skills, flexibility, and the ability to manage competing priorities while maintaining confidentiality and delivering consistently high-quality work.

About the Firm

The organization is an established, highly regarded private investment firm with a multi-decade history and a global presence. The firm partners closely with management teams and investors to create long-term value across a diversified portfolio of businesses spanning multiple industries, including industrials, healthcare, consumer, technology, and financial services.

The firm maintains a collaborative, high-performance culture built around integrity, accountability, teamwork, intellectual rigor, and long-term relationship building.

Core Responsibilities

Calendar & Schedule Management

• Independently manage complex calendars for senior Investor Relations professionals.
• Evaluate and prioritize meeting requests based on business objectives and competing demands.
• Proactively reorganize schedules as priorities change.
• Coordinate meetings involving multiple internal and external stakeholders across time zones.
• Anticipate logistical, technology, and materials requirements.
• Maintain accurate meeting records and coordinate updates within the firm’s CRM.

Investor Meetings & Materials

• Coordinate internal and external investor meetings from preparation through completion.
• Arrange conference rooms, technology, catering, printing, and other logistical requirements.
• Prepare meeting agendas, investor biographies, briefing materials, and other supporting documents.
• Distribute digital materials to investors in advance of meetings.
• Maintain awareness of investor activity, follow-ups, and outstanding action items.
• Support preparation for fundraising meetings, conferences, and other Investor Relations events.

Travel Management

• Manage sophisticated domestic and international travel arrangements for senior professionals.
• Coordinate travel schedules with other executives, assistants, travel providers, and relevant security or risk-management resources.
• Develop detailed itineraries and trip briefing materials.
• Monitor travel disruptions and make real-time adjustments when necessary.
• Coordinate passport, visa, and other international travel requirements.
• Ensure travel activity is accurately reflected in internal systems.

Expense & Administrative Management

• Prepare accurate and timely expense reports in accordance with firm policies.
• Maintain detailed tracking of meeting and conference-related expenses.
• Coordinate expense allocations and supporting documentation with the accounting team.
• Ensure administrative processes are completed accurately and on schedule.

Investor Outreach & Relationship Support

• Proactively coordinate ongoing outreach to current and prospective institutional investors.
• Draft and coordinate investor communications on behalf of senior professionals.
• Track responses, identify outstanding follow-ups, and ensure timely re-engagement.
• Monitor upcoming outreach requirements and help maintain appropriate relationship coverage.
• Maintain accurate investor and contact information within the firm’s CRM.
• Develop strong working relationships with investors, executive assistants, and other external stakeholders.
• Support senior professionals in maintaining consistent and thoughtful communication with key relationships.

Team & Executive Support

• Balance the priorities of multiple senior professionals while maintaining primary responsibility for assigned executives.
• Provide backup coverage and collaborate …