Assistant, Applied AI & Operations

Arc Fund Manager LLC; New York (NY); On-site; USD 95,000 - 125,000; Full time

Job summary

Arc Fund Manager LLC seeks an organized, discreet Assistant for AI-enabled administrative and executive support to the founders across venture, real estate, and family office activities. You will manage complex calendars, travel, and projects while leveraging AI to improve efficiency and maintain confidentiality.

The role requires initiative, strong communication, and the ability to work across time zones with minimal guidance in a dynamic, high-trust environment.

Qualifications

• Bachelor’s degree or equivalent experience.
• 3+ years of relevant experience supporting senior executives, founders, principals, or demanding leaders.
• Excellent attention to detail and proactive problem solving.
• Ability to independently coordinate projects and move work forward.
• Excellent written and verbal communication.
• Strong time management and multi-tasking.
• Ability to work independently and in a team.
• Discretion handling confidential matters.
• Proficiency in MS365, SharePoint, and Teams.

Responsibilities

• Manage Founders’ calendars across professional and personal appointments across time zones.
• Arrange travel, meeting logistics, agendas, materials, and briefs.
• Support projects and initiatives for the principal Founder; track tasks and deadlines.
• Use AI tools to improve research, correspondence, and meeting prep while maintaining confidentiality.
• Maintain visibility into commitments and proactively surface priorities.
• Review inboxes, synthesize information, draft responses, and follow up.
• Conduct research and summarize information to support decision making.
• Handle administrative and practical responsibilities to keep the office running smoothly.

Skills

Attention to detail

Organizational skills

Proactive problem solving

Project coordination

Communication

Time management

Teamwork

Discretion

Poise under pressure

Flexibility

International experience

MS365

SharePoint

Teams

Education

Bachelor’s degree or equivalent

Tools

MS365

SharePoint

Teams

Job description

About the Organization

We are active in venture capital, opportunistic real estate and family office activities. Check out www.arc-vc.comandwww.arcny.com.

Assistant, Applied AI & Operations

We are seeking an intellectually curious and rigorous thinker with a strong liberal arts education and AI skills that are useful in their daily work. Our new team member will be highly organized, discreet, creative and highly proactive with little guidance. The role will provide high level administrative, professional, and personal support to the company’s founders, including helping to manage priorities, driving projects forward, and ensuring consistent follow through across a wide range of business and personal matters.

The person in this role will develop a strong understanding of business priorities, manage busy calendars, monitor the inbox, help organize and synthesize the information, identify matters requiring attention, keep track of commitments and decisions, and independently move appropriate projects and tasks forward. The role requires someone who’s equally comfortable thinking several steps ahead and handling the practical details necessary to make a busy office and executives function smoothly. On a regular basis, they will also handle information that is highly confidential and sensitive, the handling of which requires judgment and the utmost discretion.

We maintain an active venture capital portfolio, investing in companies around the globe, as well as real estate developments in the US. The role also supports the Founders’ family office, philanthropic, and personal activities.

Principal Responsibilities

• Scheduling & Priority Management: Manage the Founders’ active calendars of professional and personal appointments, commitments, and tasks, including complex scheduling across international time zones. Develop an understanding of the relative importance and urgency of competing demands and proactively help ensure that the Founders’ time is aligned with their priorities.
• Travel & Meeting Coordination: Arrange Founder travel, meeting logistics, agendas, written materials, and related details. Ensure that the Founders are fully briefed and prepared for meetings, events, and trips by obtaining and synthesizing relevant background information. Where appropriate, identify open issues, decisions that need to be made, and necessary follow up.
• Project & Initiative Coordination: Support and coordinate selected projects and initiatives for the principal Founder. Help establish next steps, track tasks and deadlines, coordinate with others involved, and follow up to make sure work keeps moving. Some assignments may begin with an objective rather than detailed instructions, so the successful candidate should be comfortable determining an effective approach and moving the work forward. Projects may involve Arc’s venture capital, real estate, family office, philanthropic, operational, or personal activities.
• AI Productivity: Use modern generative AI tools confidently and responsibly to improve the quality and efficiency of research, correspondence, meeting preparation, document review, information synthesis, task management, and other appropriate workflows. Proactively identify opportunities to use AI to improve how work gets done while exercising sound judgment regarding confidentiality, accuracy, and sensitive information.
• Executive Workflow & Follow Through: Maintain visibility into important commitments, decisions, requests, and tasks involving the Founders and other members of the Arc team. Proactively surface matters requiring attention, follow up with colleagues as necessary, and help prevent important issues from getting lost among competing demands.
• Email & Information Management: Manage an extremely active inbox in collaboration with the principal Founder. Review and prioritize incoming communications, synthesize lengthy or complex information, draft or respond to correspondence when appropriate, identify matters requiring action, and ensure timely follow up.
• Research & Decision Support: Conduct research and gather information on business, operational, personal, and other matters as requested. Distill information into clear and useful summaries and, where appropriate, identify options, considerations, and recommended next steps to support the Founder’s decision making. Responsible use of generative AI is permitted and encouraged in this work, with detailed human review and verification of the final work product.
• Administration & Office Support: Handle the full range of administrative, personal, and practical responsibilities required to keep the Founders and office functioning smoothly. This includes routine tasks such as ordering or bringing in lunch, setting up and clearing meetings, handling dishes, maintaining supplies, running occasional errands, organizing materials, making reservations, coordinating purchases, assisting with household related matters, and taking care of whatever practical details require attention.

Qualifications

• Bachelor’s degree or equivalent experience
• 3+ years of relevant job experience supporting senior executives, founders, principals, or similarly demanding leaders, or comparable experience in executive support, project management, or operations
• Excellent attention to detail, strong organizational skills and pro-active problem solving
• Ability to independently coordinate projects, determine next steps, and keep work moving when instructions or information are incomplete
• Excellent written and oral communication, including the ability to synthesize substantial amounts of information quickly and accurately
• Ability to prioritize, multi-task, follow-through and report back, and manage time effectively
• Ability to work independently and as part of a team
• Ability to handle highly confidential or sensitive business or personal matters with discretion
• High degree of proficiency in MS365, SharePoint, and Teams
• Ability to keep calm under pressure
• Ability to quickly and accurately analyze problems and identify appropriate solutions
• Willingness to move comfortably between higher level work and routine administrative or office tasks as circumstances require
• Experience working with international colleagues and across time zones is a plus

Compensation

Range: $95,000 to $125,000 annually, commensurate with knowledge, skills and experience.

We are an equal opportunity employer

Our team members reflect that we are an equal opportunity organization and always have been. The below is brought to you by our regulatory sponsors. We are, in fact, serious about it.

Arc is an equal opportunity employer. All qualified applicants will receive consideration without regard to race, creed, gender, marital status, sexual orientation, citizenship status, color, religion, national origin, age, disability, veteran status, or any other status protected under local, state, or federal laws. Arc provides reasonable accommodation to employees and applicants for employment who have disabilities. You may request a reasonable accommodation, in writing, by reaching out to our Human Resources department at: The Arc Companies, Human Resources, 5 Grand Central East, 28th Floor, New York, NY 10017.