Executive Assistant

Coda Search│Staffing; Hoboken (NJ); On-site; USD 70,000 - 120,000; Full time

Job summary

Real Estate Fund is seeking an Executive Assistant to support the Global Head of Capital Development & Investor Relations. The role emphasizes meticulous calendar control across time zones, travel planning, and preparation of briefing materials for high-net-worth investors and institutional partners.

Responsibilities include managing communications, expense reports, and budget tracking, while maintaining the Salesforce CRM with investor data.

Qualifications

• 3+ years of experience as an Executive Assistant supporting C-level executives or senior leadership.
• Experience in financial services, private equity, real estate investment, or investor relations is desirable.

Responsibilities

• Manage complex calendar with multiple time zones, prioritizing meetings based on strategic importance.
• Coordinate domestic and international travel arrangements including flights, accommodations, ground transportation, and detailed itineraries.
• Prepare executive briefing materials, presentations, and meeting agendas.
• Screen and prioritize incoming communications, responding independently when appropriate.
• Handle expense reports, reimbursements, and budget tracking.
• Maintain investor database in Salesforce CRM with accuracy and completeness.
• Organize and facilitate internal and external meetings including logistics, catering, and technology setup.
• Coordinate fundraising activities including investor roadshows and capital raising events.
• Take meeting minutes and distribute action items with follow-up tracking.

Skills

Exceptional communication

Calendar management

Multi-time zone coordination

Budget tracking

Investor relations

CRM management

Tools

Salesforce CRM

Job description

A Real Estate fund manager is looking to hire an Executive Assistant for its Global Head of Capital Development & Investor Relations.

This role requires exceptional communication skills, strong technical proficiency in Salesforce CRM, and the ability to manage complex schedules and coordination with high-net-worth investors and institutional partners.

Key Responsibilities:

Executive Support & Calendar Management

Manage complex calendar with multiple time zones, prioritizing meetings based on strategic

importance

Coordinate domestic and international travel arrangements including flights, accommodations, ground transportation, and detailed itineraries

Prepare executive briefing materials, presentations, and meeting agendas

Screen and prioritize incoming communications, responding independently when appropriate

Handle expense reports, reimbursements, and budget tracking

Investor Relations & CRM Management

Maintain investor database in Salesforce CRM with accuracy and completeness

Meeting & Event Coordination

Organize and facilitate internal and external meetings including logistics, catering, and technology setup

Coordinate fundraising activities including investor roadshows and capital raising events

Take meeting minutes and distribute action items with follow-up tracking

Required Qualifications:

Experience & Education

3+ years of experience as an Executive Assistant supporting C-level executives or senior leadership

Experience in financial services, private equity, real estate investment, or investor relations