Executive Assistant & Operations Coordinator (SaaS / AI-Enabled)

Job Title: Executive Assistant & Operations Coordinator (SaaS / AI-Enabled)

Commitment: Full-Time

Location: Remote (Flexible alignment with US & European business hours)

Rate: $6-8/hour

Focus: Executive administrative support, proactive task management, data organization, and basic deal flow triage utilizing automated thesis-screening tools.

Overview:

A global boutique Venture Capital & Strategic Advisory firm specializing in Sports, Media, and Technology is seeking an organized, proactive, and articulate Executive Assistant. You will support the Managing Partners across operational, administrative, and deal-flow functions, serving as the core administrative link to keep schedules on track, maintain internal CRM systems, and run initial filters on incoming investment opportunities.

Key Responsibilities

• Proactive Executive Support: Daily inbox, calendar, and task management across international time zones (Europe and US). Proactively follow up with partners on pending deliverables.
• Deal Flow Triage & System Management: Process inbound investment pitches using Airtable and AI screening tools to verify fit against firm criteria (Series A+, minimum $1M ARR). Keep deal trackers up to date.
• Advisory Discovery Coordination: Schedule 15-minute discovery calls for inbound advisory leads and log relevant qualification metrics (revenue, funding stage, investor base).
• Manual Outreach Execution: Conduct structured, manual networking outreach on professional platforms in full compliance with network standards.

Background & Experience Needed

• Professional Track Record: 2+ years of experience in an Executive Assistant, Virtual Assistant, or Operations Support role.
• High-Growth / Tech Exposure: Prior background working with fast-paced teams, online agencies, or startup environments.
• Systems Familiarity: Direct experience maintaining database trackers (e.g., Airtable, Notion), CRMs, and complex Google Workspace/Microsoft 365 environments.

Must-Haves

• Proactive & Relentless Drive: Self-starter mentality with a strong ability to manage up and chase partners for answers rather than waiting to be directed.
• Detail Orientation & Autonomy: Extreme organizational capabilities with high attention to detail and the ability to work independently.
• Exceptional English Communication: Fluent written and conversational English for writing clear, professional emails and interfacing with team members.
• Tech-Savvy & Tool Proficiency: Practical experience using Airtable (or standard CRMs), Google Workspace/Microsoft Office (Excel/Sheets), and calendar management across multiple time zones.
• Ecosystem Understanding: General familiarity with startup terminology, funding rounds, and basic financial metrics.

Nice-to-Haves

• Prior experience working inside a Venture Capital, Private Equity, or high-growth startup environment.
• Hands-on experience or interest in using AI tools/prompts to automate routine workflows.
• General interest or background knowledge in the Sports & Media industries.

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