Role Description
This is a hybrid role with two to three days on-site in Boca Raton/Delray Beach, for a Chief of Staff/Executive Assistant. The individual in this role will provide high-level executive support, lead administrative operations, manage schedules and calendars, prepare expense reports, and coordinate meetings and events. They will act as a key point of contact for internal and external stakeholders, communicate on behalf of executives, and assist in ensuring the office runs efficiently.
This role is designed to serve as a true right-hand operator to the CEO, managing
operational, administrative, and project-related responsibilities that enable the CEO and other Senior Bankers to focus on revenue generation, deal execution, and strategic initiatives.
The ideal candidate is exceptionally organized, proactive, and business-literate,
capable of operating across executive support, operations, and light strategic research.
Key Responsibilities
Executive Time & Calendar Management
• Proactively manage CEO calendar and scheduling
• Prioritize revenue-generating meetings
• Screen inbound meeting requests
• Coordinate meetings with CEOs, investors, and advisors
• Prepare daily briefing agendas
• Anticipate scheduling conflicts and resolve proactively
Inbox & Communication Management
• Monitor and triage CEO email inbox
• Draft responses to routine communications
• Track follow-ups and outstanding action items
Deal & Pipeline Support
• Maintain CRM and deal pipeline tracking
• Track outreach and follow-ups with CEOs and investors
• Coordinate diligence meetings and materials
• Organize deal files and documentation,
Relationship Management
• Maintain CEO network database
• Track relationship touchpoints with key contacts
• Prepare follow-up reminders and outreach drafts
• Coordinate networking events and dinners
Operations & Administration
• Coordinate payroll processing
• Track state filings and compliance deadlines
• Manage vendor relationships
• Oversee corporate documentation and records
• Coordinate insurance renewals and service providers
Vendor & Project Management
• Research and vet vendors
• Obtain quotes and manage onboarding
• Track project deliverables
Private Investment Support
• Track portfolio investments
• Monitor capital calls and distributions
• Organize quarterly reports
• Maintain investment dashboard
Research & Briefing Preparation
• Prepare executive briefing memos
• Conduct research on companies, investors, and markets
• Prepare meeting background materials
Travel & Logistics
• Coordinate flights, hotels, and ground transportation
• Manage travel itineraries
• Handle reservations and meeting logisticsQualifications
Required
• 4–10 years of experience in executive support, consulting, banking, operations, or
startup roles
• Exceptional organizational and project management skills
• Strong written and verbal communication
• Ability to operate independently and anticipate needs
• High level of discretion and professionalism
Preferred
• Background in investment banking, consulting, finance, or startups
• Experience supporting senior executives
• Familiarity with business operations and vendor management
Technical Skills
Experience with tools such as:
• Google Workspace
• Microsoft Office Suite, particularly Excel, Outlook, Sharepoint and PowerPoint
• Notion / Asana / ClickUp
• CRM tools (Salesforce)
• Dropbox / Google Drive
Ideal Candidate Traits
• Highly proactive
• Detail-oriented
• Calm under pressure
• Business-minded
• Extremely organized
• High integrity and discretion