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