Executive Assistant

Chief of Staff — Operations, Systems & Strategic Execution Capital Markets Firm | Full-Time | Remote (US-Based or Americas Time Zone Required) About the Firm We are a growing capital markets firm operating across mortgage lending, real estate finance, and fund development. The firm is in an active growth phase — scaling to $150K–$300K/month in revenue, onboarding a network of 20 alliance partners, and building the operational infrastructure to support institutional fundraising, lender relationships, and sponsor development. The Founder is a visionary operator who moves fast, generates significant deal flow, and needs an execution partner who can keep pace — capturing every commitment, driving every initiative forward, and ensuring nothing falls through the cracks. The Role This is not a traditional Chief of Staff role. This is a full-time execution partner to the Founder and leadership team of a fast-moving capital markets firm. You will sit at the intersection of strategy and operations — absorbing everything that flows through the Founder’s day, translating vision into action, and owning the follow- through on every meeting, conversation, and initiative across the firm. If you thrive on ambiguity, think in systems, and take ownership without being asked — this role was built for you. What You Will Own Daily Execution & Operating Rhythm Review all meeting transcripts (via Fireflies AI) and extract action items, commitments, and follow-ups after every client, lender, sponsor, or internal meeting Produce a consolidated end-of-day briefing to the Founder — what happened, what’s open, what needs attention tomorrow Maintain a live master tracker of all open items across relationships, deals, and initiatives Prepare the Founder before every meeting — relevant context, open items, relationship history Cross-Functional Coordination Serve as the connective tissue between the Founder, Head of Growth/Chief of Marketing, alliance partners, and junior analysts Ensure strategic initiatives move from decision to execution without the Founder having to follow up Own the onboarding logistics and relationship tracking for 20+ alliance partners Coordinate across departments so priorities stay aligned and nothing stalls Fundraising & Investor Relations Support Support the Founder in managing the outreach, follow-up, and communication cadence for capital raises Track where every LP, lender, and investor conversation stands in real time Ensure investor and sponsor relationships stay warm between touchpoints Strategic Projects Drive special projects from initiation to completion — regulatory preparation, new product buildouts, operational infrastructure Identify bottlenecks across the firm and build systems to eliminate them permanently Represent the Founder in internal meetings and select external conversations with delegated authority What You Are Not You are not an administrative assistant — this role is not primarily calendar management or travel booking You are not a part-time contributor — this role requires full immersion in the firm’s operations and culture You are not a task-taker — you are expected to anticipate what needs to happen and act without being asked Who You Are 3–5 years of experience in investment banking, management consulting, capital markets, private equity, corporate strategy, or high-growth operations Strong financial fluency — you understand capital markets terminology, deal structures, and investor relationships without needing concepts explained Systems thinker — you naturally build processes, trackers, and frameworks to create order from complexity High emotional intelligence — you read rooms, read relationships, and represent leadership with polish and authority Operates with discretion — you will have access to sensitive deal information, client relationships, and financial data Thrives in ambiguity — you are comfortable when the path isn’t fully defined and you create clarity where others see chaos Bilingual or multilingual a plus (Spanish or Portuguese beneficial given firm’s partner network) Based in the Americas time zone — US-based strongly preferred for alignment with firm operations Tools & Systems You Should Know Project management: Notion, Asana, or equivalent Communication: Slack, email management, CRM platforms Meeting intelligence: Fireflies AI or similar transcription/summary tools Document management: Google Workspace or Microsoft 365 Financial modeling basics and familiarity with deal documentation a strong plus Compensation Rate: Open — commensurate with experience and scope Engagement: Full-time hours required (not project-based or part-time) Structure: Contract-to-hire with potential for long-term firm integration as the organization scales Performance-based incentives available for the right candidate as the role evolves How to Apply Please submit the following: 1. A brief introduction explaining why this role aligns with your background 2. A specific example of a time you managed execution across multiple workstreams simultaneously without being micromanaged 3. Your experience with financial services, capital markets, or related industries 4. Your availability and preferred engagement structure Note: We are looking for someone who is ready to be fully immersed — not someone looking for a side engagement. If you are the right person, you will recognize yourself in this description immediately. This is a high-trust, high-impact role at a firm that is actively scaling. The right candidate will grow with the firm and become a cornerstone of its operational leadership.