Executive Assistant - Business Development Coordinator

Executive Assistant / Business Development Coordinator

Job Description

A leading Tech-focused Global Growth Equity Investment Firm in Midtown Manhattan is seeking a Full-Time/Permanent Executive Assistant / Business Development Coordinator to support the Managing Director and Principal of the Strategic Business Development team. This is a BD-first role: the primary responsibility is to keep the firm’s BD programs operating with the consistency, rigor, and follow-through they require. Executive support is integral to how this works: the BD team’s effectiveness depends on its leadership being well-prepared, well-organized, and able to move quickly. These two dimensions of the role are not separate functions, they are two sides of the same job. Candidates must have a minimum of 4-6+ years of applicable experience in a client forward-facing role, ideally out of financial services or executive search, and a Bachelor’s degree is required. They need to be incredibly tech-savvy (interested and well-versed in AI), intellectually curious, highly organized, proactive, sophisticated and polished, able to anticipate needs, warm, socially confident, not limited by routine, and genuinely enjoy hosting and figuring complex things out. The ideal candidate brings the systems-thinking of an experienced project coordinator, the precision of a strong executive assistant, and the judgment to operate in an environment where every interaction, whether with an executive, a portfolio company CEO, or an LP, carries relationship weight. This is an amazing, once in a lifetime opportunity for someone who takes pride in doing things right, not just done who is looking to work in a multi-faceted role at a highly collaborative company with a culture that fosters learning and growth!

• Salary depends on experience (120-130k+ base) plus discretionary bonus eligibility.

• Amazing benefits! Lunch four days a week while in-office, up to $25 per day through Sharebite, 15 PTO days plus one floater day, monthly $100 wellness reimbursement, monthly cellphone reimbursement, up to $2,000 per year, company-paid benefit premiums: 100% for employees and 90% for spouses/dependents, including medical, vision, and dental coverage, 401(k) match at 6% with immediate vesting, FSA and commuter pre-tax benefits, and a strong culture and work/life balance.

• Hours are 9am – 6pm ET (including a one-hour break, to be coordinated with the broader New York EA team). Hybrid 4/1 work schedule - Monday through Thursday in-office (lunch provided on in-office workdays); work from home Fridays; plus 10 flex WFH days per year.

Responsibilities:

• Provide direct executive administrative support to the Managing Director and Principal of Strategic Business Development.

• Manage high-capacity, multi-time-zone calendars and scheduling workflows with precision and discretion, including direct calendar support for the Managing Director and Principal as well as broader BD-related scheduling across the team; coordinate meetings where BD leadership may not be present but where the relationship, opportunity, or workstream sits within BD’s remit; anticipate conflicts and ensure participants are prepared with appropriate context and materials

• Coordinate pre-call briefing materials, ensuring relevant background is prepared and accessible ahead of executive meetings; liaise with team members responsible for research and preparation; serve as the backstop that ensures nothing falls through before a call

• Draft communications on behalf of BD leadership, including meeting follow-up notes, executive correspondence, and internal summaries; exercise judgment on tone, audience, and level of detail appropriate to each recipient; understand that matching the BD team’s voice and relationships takes time to learn and is critical to producing communications that require minimal revision

• Screen and manage phone and email communications on behalf of the Managing Director and Principal, exercising sound judgment about urgency and appropriate routing

• Handle expense reporting and monthly credit card reconciliation; manage upkeep and editing of executive contacts across CRM and address book systems

• Provide back-up support to EA colleagues and assist with minimal personal requests as bandwidth permits, with business priorities always taking precedence

• Communicate professionally on behalf of the BD team with GPN executives, portfolio companies, prospective executives, and industry peers, and their representatives (e.g., executive assistants and chiefs of staff), always with the highest level of discretion; be comfortable and confident in direct communication with C-suite executives without being deferential to the point of passivity

• Manage all aspects of domestic and international travel including air and ground transportation, hotel bookings, meeting scheduling, and meal reservations

• Coordinate internal and external meetings end-to-end, including logistics, attendee management, materials preparation, and post-meeting follow-up

• Support planning and execution of BD-related events (GPN dinners, SAB convening) including site visits, vendor coordination, and contract execution

• Track and manage workflow across the BD team’s key programs, ensuring timely execution, follow-through, and leadership visibility into status at all times

• Maintain full lifecycle tracking for GPN relationships: from initial meeting to deal team introduction, event tagging, and ongoing engagement cadence; proactively surface follow-up needs, flag dormant relationships, and ensure no executive meeting falls through without appropriate next steps

• Review and audit CRM entries for completeness and accuracy; flag inconsistencies and categorization errors before they surface at reporting time; provide context and correction where data entry reflects insufficient background knowledge; understand that inaccurate data is worse than missing data.

• Extract and assign next steps from meeting notes into Asana; maintain task ownership, due dates, and status tracking; surface overdue items to relevant team members ahead of the weekly BD meeting

• Prepare the weekly BD preparation email ahead of the weekly BD team meeting, surfacing relevant upcoming calls, outstanding next steps, and items requiring leadership attention

• Support preparation reporting material, including gathering inputs from team members, maintaining running logs of highlights and activity, and ensuring the report reflects accurate and current program status

• Identify opportunities to improve team workflows and document standard operating procedures (SOPs) for repeatable BD processes; optimize use of existing platforms before proposing alternatives, and ensure any tool proposals are grounded in clearly articulated business need

• Serve as a power user and internal administrator for CRM (e.g., DealCloud) and project management platforms (e.g., Asana), ensuring data integrity and timely entry

• Build and maintain dashboards and executive summaries providing BD leadership with real-time visibility into engagement progress, relationship status, and program KPIs

• Manage CRM contact hygiene, executive activity logging, and meeting notes across systems

• Leverage AI-enabled tools as a core part of daily workflow, including AI writing assistants, internal GPTs, and research tools, to increase output quality and efficiency across drafting, synthesis, research, and preparation tasks

• Demonstrate curiosity and self-direction in learning new tools; identify where existing technology solves the problem before proposing alternatives

Required Qualifications:

• Minimum 4–6 years of progressive experience in a project coordination, business operations, or executive assistant role, ideally within a financial services, private equity, venture capital, or professional services environment

• Bachelor’s degree required

• Demonstrated track record of supporting senior executives with complex, high-volume calendars and multi-stakeholder relationships; prior experience communicating directly with C-suite executives, board members, or senior investment professionals, not just scheduling for them, but representing an organization in those interactions

• Demonstrated eye for detail in a context where errors have real consequences, whether in high-stakes correspondence, executive-facing materials, or relationship data that informs strategic decisions; reviews all outbound communications carefully, catching errors in names, titles, company affiliations, and context

• Proven ability to synthesize information from meetings and conversations into clear, actionable next steps, without needing to be told what to capture; strong note-taking discipline

• Comfortable working with AI-enabled tools as part of daily workflow, including AI writing assistants, research tools, and internal GPTs; prior experience with AI tools is a plus; willingness to learn quickly and integrate them into everyday tasks is essential

• Proficiency with CRM platforms (DealCloud, Salesforce, or comparable); project management tools (Asana, Monday.com, or comparable); and the full Microsoft Office suite (Outlook, Excel, Word, and PowerPoint)

• Proven ability to manage multiple concurrent workflows with precision, follow-through, and genuine ownership; does not require repeated reminders on agreed commitments

• Strong written and verbal communication skills; able to draft on behalf of others with appropriate voice, tone, and judgment; understands that communications going out under someone else’s name require a higher standard of review

• Naturally at ease with senior executives, confident and warm without being deferential or overreaching; composed in high-stakes interpersonal settings

• Demonstrated discretion and sound judgment in handling sensitive and confidential information

• Based within reasonable commuting distance to company’s New York Midtown office.

If you meet the required qualifications and are interested in this role, please apply today. 
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