Executive Assistant

Guild Capital; Miami (FL); On-site; USD 60,000 - 90,000; Full time

Job summary

Guild Capital is seeking an exceptional Executive Assistant to join its global administrative support team in Miami, supporting the Chairman and other executives. The role involves managing complex calendars, coordinating travel, preparing meeting materials, and handling communications.

Responsibilities include LP communications, event planning, and maintaining organized filing systems, with additional scope for special projects and expense management.

Qualifications

• Bachelor’s Degree required.
• 3+ years of demonstrated experience supporting senior executives or family offices in finance, real estate, or similar corporate sectors.
• Exceptional organizational, interpersonal, and communication skills.
• Professional, polished, and highly responsive (emails, calls, and texts addressed promptly).
• Self-starter with a “can-do” mindset and solution-oriented approach.
• Calm, resourceful, and able to solve problems independently under pressure.
• Adaptable to shifting priorities and willing to work outside standard business hours (including evenings and weekends).
• Solid knowledge of Google Workspace and Microsoft applications.
• Ability to handle sensitive information with discretion.
• Ability to travel domestically and internationally as needed.

Responsibilities

• Calendar management for multiple partners and coordinating internal/external meetings, investor sessions, and travel arrangements.
• Arrange comprehensive domestic and international travel itineraries including flights, accommodations, ground transportation, and detailed agendas.
• Prepare materials for meetings, coordinate logistics, and ensure partners have all necessary information and resources.
• Filter and prioritize emails, calls, and correspondence; draft responses on behalf of partners when appropriate.
• Assist with LP communications, coordinate investor meetings, and help prepare materials for fundraising activities.
• Organize firm events, partner dinners, portfolio company gatherings, and annual LP meetings.
• Maintain organized digital and physical filing systems for important documents, contracts, and correspondence.
• Process expense reports, maintain receipts, and ensure timely reimbursements.
• Support various strategic initiatives and ad-hoc projects as needed.

Skills

Calendar management

Travel coordination

Meeting preparation

Communication management

Investor relations support

Event planning

Organization

Interpersonal skills

Discretion

Problem solving

Time management

Education

Bachelor’s degree

Tools

Google Workspace

Microsoft Office

Job description

Guild Capital is an early-stage venture capital firm. We typically back founders in the US, UK, and India as their first institutional investor. Having delivered industry-leading returns over the last decade, we strive to become the trusted partner of our portfolio companies by actively supporting them in developing high-growth strategies, architecting high-performance teams, and raising capital for future growth.

The Executive Assistant role and responsibilities

We are seeking an exceptional Executive Assistant who will be an integral part of Guild Capital’s global administrative support team, providing essential support to Guild’s Chairman and contributing to the firm's internal operations. The Executive Assistant will handle a wide variety of administrative and logistical tasks for the Chairman and other executives, including but not limited to:

• Calendar Management: Manage complex, ever-changing calendars for multiple partners. Coordinate internal and external meetings, investor sessions, board meetings, and travel arrangements.
• Travel Coordination: Arrange comprehensive domestic and international travel itineraries including flights, accommodations, ground transportation, and detailed agendas.
• Meeting Preparation: Prepare materials for meetings, coordinate logistics, and ensure partners have all necessary information and resources.
• Communication Management: Filter and prioritize emails, calls, and correspondence. Draft responses on behalf of partners when appropriate.
• Investor Relations Support: Assist with LP communications, coordinate investor meetings, and help prepare materials for fundraising activities.
• Event Planning: Organize firm events, partner dinners, portfolio company gatherings, and annual LP meetings.

Documentation:

Maintain organized digital and physical filing systems for important documents, contracts, and correspondence.

• Expense Management: Process expense reports, maintain receipts, and ensure timely reimbursements.
• Special Projects: Support various strategic initiatives and ad-hoc projects as needed.

Requirements

• Bachelor’s Degree required
• 3+ years of demonstrated experience supporting senior executives or family offices in finance, real estate, or similar corporate sectors, with a proven ability to operate in fast-paced environments.
• Exceptional organizational, interpersonal, and communication skills
• Professional, polished, and highly responsive (emails, calls, and texts addressed promptly)
• Self-starter with a “can-do” mindset and solution-oriented approach
• Calm, resourceful, and able to solve problems independently under pressure
• Adaptable to shifting priorities and willing to work outside standard business hours (including evenings and weekends)
• Solid knowledge of Google Workspace and Microsoft applications
• Ability to handle sensitive information with discretion
• Ability to travel domestically and internationally as needed