Executive Assistant / IR Coordinator

Career Group; New York (NY); Hybrid; USD 70,000 - 110,000; Full time

Job summary

Career Group is seeking an Executive Assistant / Investor Relations Coordinator in NYC to support the Head of Investor Relations and the IR team. The role is onsite four days a week with remote Fridays, requiring proactive, highly organized, and discreet support to senior professionals.

The ideal candidate has a background in executive administration or event planning within financial services, with strong communication and time-zone awareness to manage a global investor network.

Qualifications

• Prior experience in executive administration and/or event planning within financial services required.
• Investor Relations experience is highly preferred, although candidates with strong financial services backgrounds and meaningful exposure to IR, Business Development, fundraising, or other client-facing investment functions will also be considered.

Responsibilities

• Complex scheduling and travel coordination for executives.
• Coordinate domestic and international travel including itineraries and logistics for investor meetings and conferences.
• Support event planning throughout the year, including investor events and the Annual Investor Meeting.
• Spearhead CRM management, investor updates, meeting tracking, reporting, and data accuracy.

Skills

Executive support

Event planning

Investor relations exposure

CRM platforms

Outlook

AI productivity tools

Communication skills

Education

Bachelor's degree or equivalent

Tools

Microsoft Outlook

Job description

EA / Investor Relations Coordinator | VC / Growth Equity Firm

We are working on a high-priority search for a leading venture capital / growth equity investment firm in NYC looking to add an exceptional Executive Assistant / Investor Relations Coordinator to its Investor Relations team.

This is a high-touch, high-demand role supporting the Head of Investor Relations and broader IR team. They are looking for someone truly outstanding - highly proactive, polished, strategic, organized, and exceptionally reliable. This person should genuinely enjoy being hands-on, being of service to a team, and becoming someone that senior professionals can completely trust and rely on.

This goes beyond traditional EA support. The right person will understand the broader goals and priorities of the IR team, know how to triage competing demands, anticipate what needs to happen next, and keep a very active team operating seamlessly.

This role is onsite 4 days / week, remote on Fridays and requires flexibility when needed

Responsibilities:

• Complex scheduling and travel coordination (commercial and private)
• Coordinate complex domestic and international travel, including transportation, accommodations, itineraries, and logistics for investor meetings and conferences.
• Manage logistics for a highly active team, with multiple professionals frequently traveling at the same time.
• Support event planning throughout the year, including investor events, conferences, meetings, and the firm's Annual Investor Meeting.
• Spearhead management of the firm's CRM platform, including investor updates, meeting tracking, reporting, and maintaining accurate and timely information.
• Support fundraising initiatives, including assisting with data room management and related materials.
• Schedule internal and external meetings and assist with meeting preparation, materials, and follow-up deliverables as needed.
• Process expenses
• Handle highly sensitive and confidential investor and firm information with exceptional discretion.
• Interface and collaborate daily with C-level executives, investors, senior investment professionals, and executive assistants, both internally and externally.
• Anticipate the needs, identify potential issues before they arise, and proactively drive tasks through completion.
• Understand priorities and objectives and use sound judgment to determine what is urgent, what requires escalation, and what can wait.

Qualifications:

• Prior experience in executive administration and/or event planning within financial services required.
• Investor Relations experience is highly preferred, although candidates with strong financial services backgrounds and meaningful exposure to IR, Business Development, fundraising, or other client-facing investment functions will also be considered.
• Bachelor's degree or equivalent.
• Demonstrated success supporting senior professionals in a high-volume, fast-moving environment.
• Someone who is "all in": proactive rather than reactive, energized by a fast pace, comfortable being highly responsive, and genuinely excited to support the IR function.
• Exceptional organizational and prioritization skills, with the ability to manage numerous concurrent requests without losing attention to detail.
• Highly proactive and anticipatory; does not wait to be told what needs to happen next.
• Strong strategic judgment and an ability to understand how day-to-day responsibilities connect to the broader objectives of the IR team.
• Comfortable operating with ambiguity and making thoughtful decisions when there is not an obvious or established answer.
• Flexible and adaptable, with the ability to shift priorities quickly as investor and business needs change.
• Experience with CRM platforms preferred and Microsoft Outlook
• Comfortable adopting new technology, including AI-powered productivity tools, and proactively identifies opportunities to improve efficiency.
• Outstanding written and verbal communication skills and a polished, professional presence.
• Due to the global nature of the firm's business, must have strong time-zone awareness and the flexibility to respond to time-sensitive emails, calls, and messages outside of standard business hours when necessary.

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