Senior Executive Assistant

Green Key Resources; San Diego (CA); On-site; USD 70,000 - 100,000; Full time

Job summary

Green Key Resources is seeking an Executive Assistant to two Managing Directors within our Investment Team in San Diego. The role provides high-level administrative and operational support, coordinating complex calendars, travel, and board-related logistics while serving as a trusted resource to the broader EA team.

Reporting to the Head of Administrative Operations and Chief of Staff, you will uphold standards of confidentiality, service excellence, and efficiency, mentor peers, and help

Responsibilities

• Provide comprehensive administrative support to two Managing Directors, including complex calendar management, meeting coordination, and travel arrangements (domestic and international).
• Prepare executives for meetings with agendas, briefing materials, presentations, and logistics.
• Support events and engagements involving investment professionals, advisors, portfolio company executives, and investors.
• Manage expense reporting and ensure compliance with internal policies.

Job description

Executive Assistant to Managing Directors

Company Overview

A middle-market private equity firm focused on investing in the energy transition and critical infrastructure sectors. The organization is led by experienced investment professionals with extensive backgrounds in operating and investing across these industries. The firm manages a substantial portfolio of committed capital and partners with businesses and industry leaders to support long-term growth and value creation.

Position Overview

The Executive Assistant will provide high-level administrative and operational support to two Managing Directors within the Investment Team while serving as a day-to-day resource and informal mentor to the broader Executive Assistant team.

Reporting to the Head of Administrative Operations and Chief of Staff, this position will help uphold the organization's standards for professionalism, service excellence, confidentiality, and operational efficiency. The Executive Assistant will lead by example, contribute to a collaborative team environment, and help promote consistent administrative practices across the organization.

The ideal candidate is proactive, highly organized, and capable of anticipating executive needs in a fast-paced, high-stakes investment environment. Strong discretion, sound judgment, attention to detail, and a hospitality-oriented approach are essential. The successful candidate will be comfortable managing competing priorities, supporting senior executives, and coordinating with internal and external stakeholders.

Key Responsibilities

Executive Support

• Provide comprehensive administrative support to two Managing Directors on the Investment Team, including complex calendar management, meeting coordination, and domestic and international travel arrangements.
• Anticipate executive needs and proactively manage scheduling, logistics, and administrative requirements to ensure efficient use of time and resources.
• Prepare executives for meetings by coordinating agendas, briefing materials, presentations, and pre-meeting logistics.
• Support the planning and execution of firm events and engagement activities involving investment professionals, senior advisors, portfolio company executives, industry leaders, and investors.
• Manage expense reporting processes and ensure compliance with internal policies, procedures, and approval requirements.
• Maintain accurate and up-to-date contact records within CRM platforms, including DealCloud, Salesforce, or similar systems.
• Coordinate portfolio company board meetings approximately three times annually, including venue logistics, meeting materials, attendee coordination, and day-of execution.
• Assist with recruiting initiatives by coordinating interviews, managing complex scheduling, and supporting candidate communications.
• Contribute to special projects and administrative initiatives as needed, while providing coverage for other Executive Assistants during periods of absence.
• Identify upcoming needs and take initiative in addressing assignments before they are formally delegated.
• Serve as an informal mentor and trusted resource to the broader Executive Assistant team, sharing best practices and providing guidance on complex administrative situations.
• Promote consistent administrative workflows, communication practices, and service standards through peer-level collaboration and leading by example.
• Support the implementation of administrative processes and expectations in alignment with the Head of Administrative Operations and Chief of Staff.
• Serve as an initial resource for complex scheduling conflicts, competing priorities, sensitive communications, and other administrative challenges.
• Share institutional knowledge and best practices to promote continuity, collaboration, and consistency across the administrative team.
• Help foster a positive, accountable, and service-oriented team culture.

Office Standards & Hospitality

• Maintain high standards for the office environment, ensuring that workspaces and shared areas reflect the organization's professionalism and commitment to service excellence.
• Oversee hospitality and hosting logistics for important in-office engagements, including portfolio company board meetings, executive visitors, and client-related events.
• Ensure that meeting spaces, materials, refreshments, guest arrangements, and other hosting details are prepared to a high standard.
• Partner with Events and Corporate Operations teams to coordinate seamless integration between office hospitality and broader firm events.
• Proactively identify opportunities to improve office presentation, service delivery, and operational standards.
• Escalate office environment or hospitality concerns to the Head of Administrative Operations when appropriate.

Operational & Project Support

• Contribute to cross-functional initiatives, including firmwide external events, executive offsites, internal programming, and team activities.
• Maintain organized systems for document management, meeting materials, executive correspondence, and internal communications.
• Assist with the coordination and execution of administrative and operational projects that support organizational priorities.
• Evaluate existing administrative processes and identify opportunities to improve efficiency, consistency, and scalability.
• Support a growing and evolving business environment by adapting to changing priorities and contributing to continuous operational improvement.
• Collaborate with internal teams to ensure administrative activities are completed accurately, efficiently, and in accordance with organizational expectations.