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.
