Executive Assistant to the Managing Partner

About the role

The Executive Assistant to the Managing Partner is a highly trusted operational partner responsible for keeping executive priorities, client-facing workflows, business development initiatives, meetings, travel, events, financial administration, and special projects moving seamlessly.

Job Type: Full time
Location: Remote (based on Pacific Time zone hours)

Responsibilities

• Manage complex calendars and coordinate internal and external meetings.
• Prioritize competing scheduling requests and optimize executive time.
• Inbox management.
• Manage high-volume inboxes across multiple accounts, ensuring professional communications and coordinating timely responses, and tracking follow-ups.
• Cook up meetings with clients, prospects, referral partners, business relationships, and internal team members.
• Prepare agendas, track follow-up items, and ensure execution on key action items.
• Serve as a central point of coordination between leadership and internal teams.
• Cook up document execution through electronic signature platforms.
• Provide personal administrative support, exercising sound judgment and discretion.
• Coordinate meetings, calls, and follow-up activities for business development initiatives.
• Support the maintenance of relationships with referral partners, prospects, and clients.
• Schedule introductory meetings and manage outreach logistics.
• Maintain HubSpot CRM records on behalf of the Managing Partner, ensuring contact information, call summaries, follow-up tasks, next steps, and deal information are current, accurate, and actionable.
• Monitor follow-up requirements and ensure timely responses.
• Organize gifts, including holiday gifts, and manage related logistics.
• Maintain operational records and help improve recurring workflows across the firm.
• Coordinate business and personal travel arrangements including flights, hotels, restaurants, transportation, and itineraries.
• Support Managing Partner during travel by handling schedule changes and travel-related issues.
• Organize dinners, networking events, conferences, and internal meetings.
• Support planning, arrangements, logistics, vendor management for quarterly company offsites.
• Manage restaurant reservations, venue coordination, attendee logistics, and event communications.
• Ensure seamless execution of in-person and virtual meetings.
• Coordinate vendor management and scheduling for personal services as needed.
• Provide administrative oversight for personal or sensitive documents with a high degree of confidentiality.
• Support administrative coordination related to risk and compliance matters such as taxes, insurance, and related records.

Qualifications

• 5+ years of experience in executive support, operations, project coordination, client services, business administration, or a related role.
• Exceptional organizational and project management skills.
• Strong written and verbal communication abilities.
• Ability to manage multiple priorities simultaneously while maintaining attention to detail.
• High level of professionalism and discretion handling confidential information.
• Strong judgment, business acumen, and problem-solving skills, with the ability to learn quickly and make informed decisions.
• Advanced proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint.
• Based in, or consistently available to work during, the Pacific Time zone.
• Experience using AI tools to drive automation, organization, and efficiency.
• Proactive, responsive, and comfortable anticipating needs before being asked.
• Huge attention to detail while still able to understand broader business priorities.
• Calm under pressure and able to manage urgent requests without losing accuracy.
• Resourceful problem-solver who takes ownership and follows through.
• Strong communicator who can represent the firm professionally with internal and external stakeholders.
• Discreet, trustworthy, and comfortable handling confidential business and personal information.
• Entrepreneurial self-starter who enjoys improving processes and creating structure.

Preferred

• Experience supporting executives, partners, founders, or senior leadership in a fast-paced environment.
• Experience in professional services, consulting, finance, investment banking, M&A advisory, legal services, accounting, or a related industry.
• Familiarity with CRM systems, DocuSign, billing workflows, and project management tools.
• Comfort coordinating with senior external stakeholders, including business owners, investors, attorneys, accountants, referral partners, and service providers.

Why Join the Embarc Team?

• The agility and influence of a fast-growing firm where your contributions shape the business.
• The intellectual rigor of top-tier advisory work without the burnout culture of traditional finance.
• A strong culture of trust, ownership, and continuous learning.
• A fully remote work environment, supported by structured operations (EOS) to keep us aligned and effective.

Benefits

• Competitive compensation plus semi-annual performance bonuses.
• 401(k) with immediate vesting and employer match after one year.
• Comprehensive medical, dental, and vision coverage.
• Unlimited vacation time and paid sick leave.
• Short-term disability insurance.
• Three team offsites per year, to connect, recharge, and grow together.