Executive Administrative

Black Dragon Capital; United States; Remote; USD 90,000 - 135,000; Full time

Benefits offered by this job

Competitive benefits

Job summary

Black Dragon Capital seeks an organized Executive Administrative Assistant to support senior leadership, manage calendars, coordinate meetings across time zones, and prepare materials for executive decision‑making. The role requires discretion, proactive problem solving, and strong communication with portfolio leaders, investors, vendors, and internal teams.

Ideal candidates have 5+ years in EA/project coordination, a Bachelor’s degree, and proficiency with MS Office.

Qualifications

• Bachelor’s degree in Business Administration, Communications, Management, or a related field preferred.
• Five or more years of executive administrative, executive assistant, project coordination, office management, or related experience.
• Experience supporting senior executives, founders, investors, or leadership teams preferred.
• Experience within private equity, investment management, financial services, professional services, technology, or portfolio‑company environment is a plus.
• Strong calendar management, meeting coordination, travel planning, and organizational skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Outlook, Teams, Word, Excel, PowerPoint, and related collaboration platforms.
• Experience using project‑management, expense-reporting, document‑sharing, and electronic‑signature systems is preferred.
• Ability to manage multiple priorities, shifting deadlines, and confidential assignments.
• Willingness to provide occasional support outside standard business hours when required by executive schedules.

Responsibilities

• Manage complex executive calendars, appointments, meetings, deadlines, and scheduling priorities.
• Coordinate internal and external meetings across multiple time zones.
• Anticipate scheduling conflicts and proactively recommend solutions.
• Prepare executives for meetings by organizing agendas, presentations, reports, background materials, and follow-up items.
• Monitor important deadlines, commitments, and action items.
• Draft, edit, proofread, and organize correspondence, presentations, reports, and other business documents.
• Serve as a professional point of contact for internal and external stakeholders.
• Schedule and coordinate executive, portfolio-company, board, investor, and leadership meetings.
• Prepare meeting agendas, materials, and supporting documentation.
• Attend selected meetings, take accurate notes, and distribute action items when requested.
• Track follow-up responsibilities and help ensure that assigned tasks are completed on schedule.
• Maintain organized records of decisions, deliverables, and outstanding priorities.
• Coordinate domestic and international travel, including flights, hotels, transportation, itineraries, and meeting logistics.
• Prepare detailed travel schedules and confirm arrangements before departure.
• Manage changes, cancellations, and other travel-related issues.
• Assist with executive meetings, conferences, portfolio-company events, dinners, and other business functions.
• Coordinate with venues, vendors, attendees, and internal teams as needed.
• Prepare and submit expense reports, invoices, reimbursements, and supporting documentation.
• Maintain organized electronic files, contact lists, records, and confidential materials.
• Support document preparation, signature coordination, and administrative workflows.
• Assist with office operations, vendor coordination, supplies, technology requests, and special projects.
• Help improve administrative procedures, communication practices, and organizational systems.

Skills

Calendar management

Meeting coordination

Travel planning

Communication skills

Proofreading

Document preparation

MS Office proficiency

Project coordination

Discretion

Time management

Education

Bachelor’s degree in Business Administration or related field

Tools

Microsoft Outlook

Teams

Word

Excel

PowerPoint

Electronic signature systems

Job description

Executive Admin

Position Overview

Black Dragon Capital is seeking a highly organized, proactive, and detail-oriented Executive Administrative Assistant to provide comprehensive support to members of the firm’s senior leadership team.

This position requires exceptional judgment, discretion, communication skills, and the ability to manage multiple priorities in a fast-paced, entrepreneurial environment. The successful candidate will anticipate executive needs, maintain organization across competing responsibilities, coordinate complex schedules, and help ensure that business activities are completed efficiently and professionally.

The ideal candidate is resourceful, dependable, technologically proficient, and comfortable working with executives, portfolio-company leaders, investors, business partners, candidates, vendors, and other internal and external stakeholders.

Key Responsibilities

Executive Support

• Manage complex executive calendars, appointments, meetings, deadlines, and scheduling priorities.

• Coordinate internal and external meetings across multiple time zones.

• Anticipate scheduling conflicts and proactively recommend solutions.

• Prepare executives for meetings by organizing agendas, presentations, reports, background materials, and follow-up items.

• Monitor important deadlines, commitments, and action items.

• Draft, edit, proofread, and organize correspondence, presentations, reports, and other business documents.

• Serve as a professional point of contact for internal and external stakeholders.

Meeting Coordination and Follow-Through

• Schedule and coordinate executive, portfolio-company, board, investor, and leadership meetings.

• Prepare meeting agendas, materials, and supporting documentation.

• Attend selected meetings, take accurate notes, and distribute action items when requested.

• Track follow-up responsibilities and help ensure that assigned tasks are completed on schedule.

• Maintain organized records of decisions, deliverables, and outstanding priorities.

Travel and Event Coordination

• Coordinate domestic and international travel, including flights, hotels, transportation, itineraries, and meeting logistics.

• Prepare detailed travel schedules and confirm arrangements before departure.

• Manage changes, cancellations, and other travel-related issues.

• Assist with executive meetings, conferences, portfolio-company events, dinners, and other business functions.

• Coordinate with venues, vendors, attendees, and internal teams as needed.

Administrative Operations

• Prepare and submit expense reports, invoices, reimbursements, and supporting documentation.

• Maintain organized electronic files, contact lists, records, and confidential materials.

• Support document preparation, signature coordination, and administrative workflows.

• Assist with office operations, vendor coordination, supplies, technology requests, and special projects.

• Help improve administrative procedures, communication practices, and organizational systems.

Project Management

• Support executive-sponsored projects from initial planning through completion.

• Create timelines, track milestones, follow up with stakeholders, and communicate progress.

• Coordinate across Black Dragon Capital and its portfolio companies to keep projects moving forward.

• Identify potential delays, missing information, or unresolved issues and elevate them appropriately.

• Conduct research and prepare summaries to support executive decision-making.

Confidentiality and Professional Judgment

• Handle sensitive business, financial, personnel, investor, and transaction-related information with the highest level of discretion.

• Exercise sound judgment when determining priorities and responding on behalf of executives.

• Maintain professionalism in all communications and interactions.

• Protect confidential information and follow company policies and security procedures.

Qualifications

• Bachelor’s degree in Business Administration, Communications, Management, or a related field preferred.

• Five or more years of executive administrative, executive assistant, project coordination, office management, or related experience.

• Experience supporting senior executives, founders, investors, or leadership teams strongly preferred.

• Experience within private equity, investment management, financial services, professional services, technology, or a portfolio‑company environment is a plus.

• Strong calendar management, meeting coordination, travel planning, and organizational skills.

• Excellent written and verbal communication skills.

• Strong proofreading, document-preparation, and professional correspondence abilities.

• Proficiency with Microsoft Outlook, Teams, Word, Excel, PowerPoint, and related collaboration platforms.

• Experience using project‑management, expense-reporting, document‑sharing, and electronic‑signature systems is preferred.

• Ability to manage multiple priorities, shifting deadlines, and confidential assignments.

• Willingness to provide occasional support outside standard business hours when required by executive schedules, travel, or urgent business needs.

Ideal Candidate Attributes

• Highly organized and detail-oriented

• Proactive and anticipatory

• Discreet and trustworthy

• Resourceful and solutions-oriented

• Calm under pressure

• Professional and polished

• Strong business judgment

• Accountable and dependable

• Adaptable to changing priorities

• Comfortable working independently

• Collaborative across teams and business functions

• Capable of communicating effectively at all organizational levels

Success in This Role

Success will be measured by the candidate’s ability to:

• Keep executive schedules organized and priorities on track.

• Anticipate needs and resolve issues before they become problems.

• Maintain accurate, professional, and confidential communications.

• Coordinate meetings, travel, events, and projects effectively.

• Ensure action items and executive commitments receive timely follow-up.

• Improve administrative efficiency and support strong communication across the organization.

• Build trusted relationships with executives, employees, portfolio companies, and external stakeholders.

About Black Dragon Capital

Black Dragon Capital is a growth-oriented investment firm focused on building and supporting innovative businesses. The firm works closely with its portfolio companies to strengthen operations, develop leadership teams, accelerate growth, and create long-term value.

The Executive Administrative Assistant will play an important role in supporting Black Dragon Capital’s leadership team and helping maintain effective coordination across the firm and its portfolio companies.