Executive Assistant Operations Manager

Role Overview (1099 Position, Not W2)

We're seeking an experienced Executive Assistant of Operations to support the leadership team in a remote capacity at a fintech venture fund focused on bringing AI and blockchain capabilities into institutional finance. You'll be the backbone of day-to-day operations, managing everything from portfolio company intake and onboarding to event logistics and documentation systems. This is a high-impact role where you'll directly enable principals and partners to focus on strategic work as the fund manages portfolio companies.

Key Responsibilities

Operations & Intake

• Design and systematize the portfolio company intake, review, and onboarding process
• Create and maintain Standard Operating Procedures (SOPs) for all operational workflows
• Manage legal documentation, SAFE agreements, and entity structure standardization
• Ensure consistency and compliance across all portfolio company onboarding

Documentation & Knowledge Management

• Build out comprehensive onboarding documentation for new portfolio companies
• Maintain and update internal process documentation and SOPs
• Create templates and systems for repeatable processes across the fund
• Support portfolio companies with administrative guidance and best practices

Email & Communications Management

• Triage and manage approximately 60-70% of principal's inbox plus 30-40% across three additional partners
• Handle follow-ups from conferences, events, and partnership inquiries
• Coordinate communications across multiple leadership team members
• Respond professionally to portfolio company inquiries and stakeholder communications

Event Logistics & Coordination

• Manage logistics for major events (Toronto Tech Week, New York Tech Week, etc.)
• Coordinate with venues, event organizers, and potential collaborators
• Handle vendor communications and event setup/execution details
• Support networking and sourcing opportunities for portfolio companies

Administrative Support

• Provide operational support to leadership team and portfolio companies
• Handle miscellaneous administrative tasks that arise in a fast-moving startup environment
• Adapt to changing priorities and additional responsibilities as the fund grows
• Support multiple principals and partners with their operational needs

Required Experience

• 2-5+ years in venture capital, venture studios, or early-stage ecosystem roles
• Proven experience at smaller VC funds, pre-seed/seed stage funds, or venture studios (not mega-firms)
• Familiarity with SAFE agreements, venture capital structures & venture fund compliance
• Deep familiarity with portfolio company onboarding, due diligence, and legal documentation
• Comfortable wearing multiple hats and adapting to shifting priorities
• Experience supporting multiple executives or partners simultaneously

Key Skills & Traits

• Startup Mindset: Experience in early-stage environments where urgency is the norm and responsibilities constantly evolve (tech startup, not small business)
• Process Builder: Strong ability to identify inefficiencies and create scalable, documented systems
• Detail-Oriented: Excellent organizational skills with strong attention to documentation and compliance
• Communication: Professional, clear written communication and ability to manage multiple stakeholders
• Self-Starter: Ability to work independently and take ownership of projects with minimal supervision
• Flexibility: Comfortable with ambiguity and changing scope in a growing organization
• Multi-tasking: Skilled at juggling priorities across multiple principals and partners

Nice-to-Have

• Experience in fintech, blockchain, or AI sectors
• Event management or conference coordination experience
• Knowledge of portfolio company support and operations

What We Offer

• Flexible Schedule: 20 hours/week allows for work-life balance
• Remote Work: Work from anywhere in the US
• Growth Opportunity: Potential to transition to W2 employment as the fund scales (with sign-on bonus)
• Meaningful Impact: Direct influence on how operations scale and support the portfolio
• Supportive Partnership: Monthly check-ins with dedicated support and ongoing engagement throughout your tenure

Engagement

• 1099 independent contractor
• Approximately 20-22 hours per week
• Benefits: Access to benefits through partner network
• Tax responsibility handled by contractor
• Expansion Option: Potential for additional hours, responsibilities & compensation over time

Compensation

• $3000/mo