Executive Assistant

Description:

Reporting to the Executive Assistant (EA) provides day-to-day support to two Managing Directors and approximately seven investment professionals within the TVG team. The EA also contributes to broader PSG coverage through a shared support model, partnering with the Portfolio Solutions (PSG) asset class administrators.

This role delivers full-scope support, including serving as the primary point of contact for internal and external inquiries, supporting strategic and complex initiatives, managing operational activities, and ensuring the smooth day-to-day functioning of the department. The EA will require a strong foundational understanding of the organization and its external partnerships to operate effectively and proactively. This role is well suited to a detail-oriented, tech-savvy professional who thrives in a fast-paced, collaborative environment. Operating with minimal supervision, the EA must demonstrate a high degree of independence, initiative, sound judgment, professionalism, and discretion. The role also includes representing the Managing Directors and the TVG team in interactions with internal and external stakeholders.

Who You’ll Work With

You will be part of Teachers’ Venture Growth (TVG), a team within the Investments division that focuses on late-stage venture and growth equity investments in companies that use technology to disrupt incumbents and create new sectors.

In this role, the EA will work closely with the TVG and PSG Senior Executive Assistants to support the broader groups, ensure seamless coverage, and coordinate priorities, workflows, and peak-period support.

What You’ll Do

Manage complex calendars for the Managing Directors and the TVG team members, coordinating high volumes of meetings across time zones with internal and external stakeholders.
Build and maintain strong working relationships across the Investments division, with external EAs, functional partners, and senior stakeholders to ensure seamless coordination.
Collaborate closely with the Senior Executive Assistants and Executive Assistants across the asset classes to anticipate needs, align schedules, and support departmental planning and logistics.
Prepare and refine executive-ready materials, including presentations, agendas, briefing notes, and follow-ups, ensuring clarity, accuracy, and consistent formatting.
Triage and prioritize incoming communications, flagging time-sensitive items and surfacing relevant context to support informed decision-making.
Proactively identify process improvements and leverage tools like ChatGPT, MS Teams, OneDrive, and SharePoint to enhance workflow, scheduling, and information management.
Provide administrative support for executive level meetings, ensuring timelines are met, materials are consolidated, and stakeholders are aligned ahead of key sessions.
Coordinate and distribute pre-read materials, manage agendas, attendees, and access across platforms including Teams, SharePoint, and email.
Serve as a liaison with other coordinators and support teams to ensure smooth cross-functional collaboration.
Document and circulate accurate meeting notes and follow-up actions from key meetings, ensuring alignment and accountability.
Manage and reconcile monthly expenses for multiple team members, including tracking and allocating portfolio company chargebacks, ensuring timely and accurate submission through internal systems.
Arrange domestic and international travel, including complex itineraries, accommodations, and related logistics.
Submit and track invoices using the internal FSM system, ensuring alignment with budget and cost center guidelines.
Plan and execute team events such as onsite and offsite and department-wide meetings, overseeing logistics and communication.
Support additional administrative or coordination needs as they arise in a fast-paced, evolving environment.

What You’ll Need

A minimum of 5 years of experience in an administrative support role.
Advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, and Word) and proficiency with collaboration and productivity tools such as Teams, SharePoint, ChatGPT, and Copilot, with the ability to adapt to and learn new technologies.
Degree in a related field is an asset.
Exceptional time management and organizational skills with strong attention to detail.
Ability to communicate effectively and professionally with stakeholders at all levels.
Strong problem-solving skills and the ability to manage competing priorities under tight deadlines.
Willingness to provide support beyond regular business hours when necessary.
Ability to always maintain discretion and confidentiality on a wide range of issues.
Ability to identify and prioritize items requiring immediate action, along with any pertinent information to facilitate decision making.
Strong customer service orientation; a flexible and willing ‘can do’ attitude.
Proven ability to work independently on multiple tasks while demonstrating initiative.
Experience in managing executive calendars using knowledge of organizational and divisional priorities to effectively manage demand for time.