Office Assistant

Executive & Research Support

• Scheduling: Manage calendars, schedule meetings, and coordinate logistics for senior leadership and investment team.
• Research management: gather and organize earnings transcripts, sell-side reports, research provider reports, and create ad-hoc research packs. Create system for tracking research resources across the firm. Help maintain frictionless research process.
• Coordinate domestic and international travel, often complex and last-minute, including flights, hotels, cars, dinner reservations, and contingency planning (with detailed full trip itineraries).
• Meeting preparation and follow-up: draft agendas, compile attendee profiles, assemble briefing materials, track action items.
• Anticipate needs, proactively identify issues, and ensure follow-through on key initiatives. Turn “we should” into a tracked, completed initiative across the firm.
• Handle light personal logistics: appointments, reservations, gifts, quick errands as needed to provide seamless support.

Operations & Administration

• HR onboarding: set up new employees with equipment, system access, and compliance requirements.
• Create and maintain a best practices playbook documenting procedures for all administrative and operational functions.
• On-the-ground IT/technical support: Coordinate with IT Vendor to troubleshoot issues, procure equipment and maintain best practices
• Vendor relationships: research and vet new vendors, negotiate contracts/renewals, and ensure the firm receives high-quality service.
• Expense management: track, organize, and document firm and executive expenses; help manage invoices and accounts payable.
• Office management: stock supplies, order lunches, welcome guests, and foster a positive, energetic office culture.
• Support event planning: assist in the coordination and execution of team-building offsites/activities, client events, holiday parties and happy hours.

Qualifications

• Bachelor’s degree preferred.
• 3–5+ years of experience in a fast-paced, professional environment (finance, investment, or startup experience strongly preferred).
• Based in Austin, TX (or willing to relocate).
• Tech fluent - proficiency in Microsoft suite, Slack, AI Tools; familiarity with project management/collaboration tools a plus.
• Exceptional organizational skills with the ability to manage competing priorities.
• Strong judgment, discretion, and professionalism when handling sensitive information.
• Flexibility for early morning, evening, or weekend support.