Role Overview

The Executive Assistant will support the Head of Capital Markets and the senior team, serving as a proactive liaison among investors, lenders, bankers, partners, internal stakeholders, and outside organizations. This role ensures the efficient and timely flow of work across investor-facing activities, deal processes, and team operations—facilitating action, accountability, and clear communication. It is ideal for someone who thrives in a fast-paced environment, wants direct exposure to transactions and investor engagement, and is eager to grow through access, visibility, and trust within a high-impact function.

Capital Markets Support & Representation

Serve as a trusted advisor and liaison to the Head of Capital Markets and senior team, always maintaining strict confidentiality and professionalism.
Anticipate needs ahead of meetings, roadshows, diligence sessions, and closings—flag risks and propose solutions before issues arise.
Hold internal stakeholders and external partners accountable for deadlines, deliverables, and follow-through.
Represent the Capital Markets team’s tone, leadership style, and company culture in all interactions, ensuring consistency and alignment.

Calendar, Roadshow & Travel Management

Expertly manage and prioritize calendars for the Head of Capital Markets and senior leaders, balancing investor, lender, banker, and internal commitments while accounting for travel time and meeting priorities.
Coordinate complex domestic and international travel, including flights, accommodations, ground transportation, and dining—ensuring seamless end-to-end logistics.
Maintain detailed travel preferences (airlines, seating, loyalty programs) and arrange transportation options tailored to timing and location.
Manage company aircraft scheduling when applicable, following established protocols and approval processes.
Demonstrate attention to detail by anticipating personal and hospitality preferences—dietary restrictions, room setup, seating, lighting, and special dates—to create a thoughtful experience.
Exercise discretion in handling sensitive personal information, sharing only what is necessary to support collaboration and team effectiveness.

Communication & Coordination

Draft and manage team correspondence—ensuring timely, clear responses and appropriate routing of inquiries to the right owners for action.
Connect organizational dots by involving the right stakeholders at the right time (finance, legal, IR, asset management, operations, marketing) to keep work moving.
Prepare detailed agendas and comprehensive briefing materials for investor meetings, diligence sessions, and roadshows—actively sourcing data, insights, and context from internal and external channels.
Diligently manage post-meeting follow-ups to drive timely action and track decisions, tasks, and documentation.
Establish consistent templates and standards for agendas, briefing notes, follow-up trackers, and investor meeting packs.
Create light automation or checklists for recurring processes (roadshows, diligence, AGM) to ensure repeatable excellence.

Deal, Investor & Event Support

Maintain a robust project tracker across active deals, investor engagements, and strategic initiatives; provide regular status updates and highlight dependencies, risks, and next steps.
Support CRM hygiene (e.g., Salesforce or equivalent) with disciplined updates on contacts, interactions, follow-ups, and meeting outcomes.
Prepare, collect, and quality-check meeting materials—coordinating with presenters, consolidating decks, assisting with PowerPoint formatting, and ensuring brand and data accuracy.
Coordinate Annual Investor Conference (AGM) logistics end-to-end: internal prep meetings, schedules, briefing docs, printed materials, vendor coordination, expense tracking and invoice payment, and onsite administration.
Support on-site investor and lender meetings, including hospitality and setup: A/V and conferencing tech checks, refreshments, room layout and seating preferences, blinds/lighting, catering orders, transportation, and parking validations.
Manage team-hosted dinners, events, hotel blocks, and offsite meeting rooms—balancing cost, convenience, and guest experience.
Track and organize routine and non-routine correspondence, NDAs, distribution lists, and key documents for investor interactions and deal processes (in partnership with finance/legal where appropriate).

Operational & Financial Administration

Prepare and review expense reports and reconcile meeting/event costs promptly.
Coordinate paperwork and signatures with speed and accuracy; facilitate smooth approvals and document circulation.
Maintain departmental calendars for recurring cadences (weekly pipeline reviews, monthly investor updates, quarterly strategy sessions) and ensure materials are ready in advance.

Qualifications

Experience & Education

Prior experience supporting senior leaders in capital markets, investment banking, private equity, real estate finance, investor relations, or a similarly fast-paced investor-facing environment is preferred.
Prior experience in Project Management, including planning, execution, and follow-through on deliverables is preferred.
Bachelor’s degree preferred but not required.

Skills & Competencies

Exceptional interpersonal skills with the ability to build strong relationships and work effectively with senior leadership and diverse stakeholders.
Proven success managing complex calendars, travel, and event logistics with precision and urgency.
Excellent written and verbal communication skills.
Demonstrated ability to anticipate challenges, propose solutions proactively, and prevent issues before they arise.
Exceptional prioritization and triaging skills; able to protect executive focus, make judgment calls independently, and manage rapid context-switching.
Strong organizational and time-management abilities; adept at multitasking with precision and attention to detail.
Demonstrate advanced proficiency in modern productivity, communication, and project management tools; introduce improvements that increase visibility and reduce friction (e.g., Outlook/Teams/Zoom, Asana/Smartsheet, CRM).

Personal Attributes

Self-starter with a proactive approach and strong emotional and professional maturity.
Flexible, intellectually curious, and eager to learn.
Service-oriented mindset with a hospitality mindset toward both internal partners and external stakeholders.
High integrity, discretion, and professionalism; comfortable with sensitive information and tight deadlines.
Friendly, confident, and professional demeanor in all interactions.

Additional Requirements

Willingness to work evenings, weekends, and travel as needed.
Responsible for handling sensitive information and financial data. Access to and management of private financial data will require signing a confidentiality agreement.

Cortland

Vacatures

Executive Assistant