Office Manager/Admin/Research Assistant - Hedge Fund

Double Down Group; Austin (TX); On-site; USD 100,000 - 125,000; Full time

Job summary

Double Down Group in Austin, TX is seeking an Office Manager/Admin/Research Assistant for a full-time, onsite role. You will support a lean hedge fund team by handling calendars, travel, research logistics, and office operations.

You should be proactive, organized, tech-savvy, and able to juggle multiple tasks in a fast-paced startup environment. The role combines administrative duties with investment research support and cross-functional coordination.

Qualifications

• 3–5+ years in a fast-paced professional environment (finance/investment/startup preferred).
• Based in Austin, TX or willing to relocate.
• Tech fluent – proficient in Microsoft suite, Slack, AI tools; PM tools a plus.
• Exceptional organizational skills with ability to manage competing priorities.
• Strong judgment, discretion, and professionalism with sensitive information.

Responsibilities

• Schedule calendars, meetings, and logistics for senior leadership and investment team.
• Research management: gather transcripts, reports, and create ad-hoc packs; track resources.
• Coordinate domestic and international travel with detailed itineraries and contingency planning.
• Meeting preparation and follow-up: agendas, attendee profiles, briefing materials, action items.
• Turn planned initiatives into tracked, completed actions across the firm.
• Handle light personal logistics to provide seamless support.

Skills

Calendar management

Executive support

Research coordination

Discretion

Vendor relations

Tools

Microsoft Office

Slack

AI Tools

Project management tools

Job description

OFFICE MANAGER/ADMIN/RESEARCH ASSISTANT needed at one of our hedge fund clients!!! Full time onsite in Austin only. Base $100k - $125k plus bonus.

Our client is a start-up investment firm based in Austin, TX. As a lean and entrepreneurial team, they are building an institutional-quality investment organization from the ground up. They are seeking a proactive, energetic, detail-oriented, tech savvy and resourceful individual to serve in a hybrid role combining Administrative Assistant, Office Manager and Investment Research Operations duties. The role will help support a current team of 10 people split between investment and non-investment functions.

This position will be at the center of the organization, enabling the entire firm to operate at maximum efficiency while ensuring smooth daily operations. The ideal candidate loves to solve problems (figure it out /get things done mentality), exercises impeccable judgment, is comfortable juggling multiple tasks at once and thrives in a fast-paced environment.

Key Responsibilities:

• Scheduling: Manage calendars, schedule meetings, and coordinate logistics for senior leadership and investment team.
• Research management: gather and organize earnings transcripts, sell-side reports, research provider reports, and create ad-hoc research packs. Create system for tracking research resources across the firm. Help maintain frictionless research process.
• Coordinate domestic and international travel, often complex and last-minute, including flights, hotels, cars, dinner reservations, and contingency planning (with detailed full trip itineraries).
• Meeting preparation and follow-up: draft agendas, compile attendee profiles, assemble briefing materials, track action items.
• Anticipate needs, proactively identify issues, and ensure follow-through on key initiatives. Turn “we should” into a tracked, completed initiative across the firm.
• Handle light personal logistics: appointments, reservations, gifts, quick errands as needed to provide seamless support.

Operations & Administration

• HR onboarding: set up new employees with equipment, system access, and compliance requirements.
• Create and maintain a best practices playbook documenting procedures for all administrative and operational functions.
• On-the-ground IT/technical support: Coordinate with IT Vendor to troubleshoot issues, procure equipment and maintain best practices
• Vendor relationships: research and vet new vendors, negotiate contracts/renewals, and ensure the firm receives high-quality service.
• Expense management: track, organize, and document firm and executive expenses; help manage invoices and accounts payable.
• Office management: stock supplies, order lunches, welcome guests, and foster a positive, energetic office culture.
• Support event planning: assist in the coordination and execution of team-building offsites/activities, client events, holiday parties and happy hours.

Qualifications:

• 3–5+ years of experience in a fast-paced, professional environment (finance, investment, or startup experience strongly preferred).
• Based in Austin, TX (or willing to relocate).
• Tech fluent - proficiency in Microsoft suite, Slack, AI Tools; familiarity with project management/collaboration tools a plus.
• Exceptional organizational skills with the ability to manage competing priorities.
• Strong judgment, discretion, and professionalism when handling sensitive information.
• Flexibility for early morning, evening, or weekend support.

Personal Attributes:

• Proactive – always thinking 3 steps ahead to solve problems and see tasks to completion.
• Ruthless organization and follow-through – nothing falls through the cracks.
• Adaptable – able to pivot as needed for multiple tasks, comfortable making the call without being told.
• Low-ego, high-ownership mindset: willing to handle everything from answering phones to complex research projects with a “no-task-too-small” mindset.
• Positive, calm, and resourceful with exceptional judgment and critical thinking skills.
• Polished, professional demeanor with clients, partners, and investors.
• Discreet and trustworthy with confidential and sensitive matters.