Executive Assistant

Full-time
Pune, India
5 - 8 years

Role Overview

The Executive Assistant (EA) to the Founder will be a highly organized, proactive, and detail-oriented professional responsible for managing the day-to-day operations and supporting the strategic initiatives of the Founder. This role requires a dynamic individual capable of managing complex schedules, coordinating between the hedge fund and AI startup, and providing high-level administrative and project management support. The EA will act as a gatekeeper, confidante, and key facilitator, ensuring the Founder’s time is used efficiently and effectively. 

Key Responsibilities

1. Administrative Support: 

  • Manage the Founder’s calendar, including scheduling meetings, appointments, and travel arrangements across multiple time zones. 
  • Prepare and edit correspondence, communications, presentations, and other documents. 
  • Handle incoming and outgoing communications on behalf of the Founder, ensuring that urgent matters are prioritized. 
  • Organize and maintain files and records, ensuring data confidentiality. 

2. Project Management: 

  • Oversee and manage key projects initiated by the Founder, including tracking progress and deliverables. 
  • Coordinate with various teams across the hedge fund and AI startup to ensure alignment and execution of strategic initiatives. 
  • Prepare project updates and reports for the Founder’s review. 

3. Investor Relations & Client Liaison: 

  • Act as a point of contact for investors, clients, and key stakeholders. 
  • Organize investor meetings, presentations, and follow-up communications. 
  • Assist in preparing financial summaries, investment reports, and other documentation as required. 

4. Research & Data Analysis: 

  • Conduct research on market trends, competitors, and industry developments relevant to the hedge fund and AI sectors. 
  • Summarize findings in concise reports and provide actionable insights for the Founder’s decision-making process. 
  • Support the Founder in analyzing data for both financial investments and AI product development. 

5. Operational Support: 

  • Facilitate communication and coordination between the hedge fund and AI startup teams. 
  • Manage special projects, including event planning, business development initiatives, and new ventures. 
  • Optimize operational processes to improve efficiency and reduce costs. 

6. Strategic Support: 

  • Assist in developing and implementing business strategies, including tracking KPIs and milestones. 
  • Prepare briefing materials for meetings, including agendas, minutes, and follow-ups. 
  • Support the Founder in maintaining and building relationships with strategic partners and clients. 

7. Personal Assistance: 

  • Handle personal tasks and errands as required by the Founder, ensuring a work-life balance. 
  • Manage personal travel arrangements, events, and other logistics. 

Key Qualifications

Experience: 

Minimum of 5-7 years of experience as an Executive Assistant to a C-level executive, preferably within the finance or technology sectors. 

Education: 

Bachelor’s degree in Business Administration, Finance, or a related field; MBA or relevant certifications are a plus. 

Skills: 

  • Exceptional organizational and time management skills. 
  • Strong project management abilities, with experience in leading cross-functional teams. 
  • Proficiency in Microsoft Office Suite, project management tools (e.g., Asana, Jira), and data analysis tools (e.g., Power BI). 
  • Excellent written and verbal communication skills, with the ability to draft high-level correspondence. 
  • Discretion and confidentiality in handling sensitive information. 

Attributes: 

  • Proactive and able to anticipate the Founder’s needs. 
  • High level of emotional intelligence and professionalism. 
  • Ability to thrive in a fast-paced, dynamic environment. 
  • Strong attention to detail and commitment to accuracy. 

Compensation

  • Competitive salary with potential for performance-based bonuses. 
  • Benefits package, including health insurance, retirement plans, and paid time off.

Application Process

Interested candidates should submit their resume, a cover letter outlining their relevant experience, and references to careers@oaklanecapital.com

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