What are the responsibilities and job description for the Executive Assistant / Chief of Staff position at Burnett Specialists Staffing | Recruiting?
Hedge Fund Executive Assistant / Chief of Staff / Office Manager
Hedge fund (pre-launch) that will run a long-short equity strategy based in Austin, TX.
Role Overview - An exceptional individual to serve in the combined role of Executive Assistant, Chief of Staff, and Office Manager.
This critical position will be the linchpin of the organization, enabling the Founder to operate at maximum efficiency while ensuring smooth daily operations.
Key Responsibilities
Executive Assistant / Chief of Staff / Office Manager
Working Directly with the Co-Founder/Co-CIO
- Manage the Founder's complex calendar, travel arrangements, and meeting logistics
- Serve as the primary gatekeeper and communication filter for the Co-Founder
- Handle sensitive communications and liaise effectively with high-net-worth clients and institutional investors
- Manage email inbox, identifying and bringing attention to priority items
- Anticipate the Founder's needs and proactively solve problems before they arise
- Ensure the Founder's time is optimized and protected for high-value activities
- Serve as a strategic thought partner to the founding partners
- Coordinate cross-functional projects and ensure follow-through on key initiatives
- Oversee office operations, vendor relationships, and facility management
- Manage administrative budget and expense reporting
- Coordinate team events, offsites, and client entertainment
- Maintain office supplies, equipment, and technology needs
- Implement and maintain office policies and procedures
- Ensure compliance with safety regulations and standards
- Manage personal appointments and family schedules where needed
- Assist with coordination of personal travel, including vacation planning and logistics
- Handle occasional personal shopping, gift purchasing, and special occasions
- Manage household service providers when applicable
- Organize personal filing systems and record-keeping
Qualifications
- Bachelor's degree
- Based in Austin, TX
- 3-5 years of experience in a fast-paced professional environment
- Proficiency in Microsoft Office
- Impeccable attention to detail and ability to multitask under pressure
- Highest standards of discretion and confidentiality
- Availability for occasional early morning, evening, and weekend support
Personal Attributes
- Exceptional judgment and problem-solving abilities
- Ability to anticipate needs without explicit direction
- Adaptable and resilient under pressure
- Positive, but calm, can-do attitude with a commitment to excellence
- Discrete and trustworthy with highly confidential information
- Polished, professional demeanor with clients and partners
