HiPo Talent Partners is hiring: Executive Assistant / Administrative Manager in

Position Title: Executive Assistant / Administrative Manager
Location: Sarasota, FL (Downtown)
Reports to: CEO
Position Type: Full-Time

Company Overview
Join a dynamic organization at the intersection of investment in early-stage companies, family office management, and thought leadership. Based in Sarasota, FL, this firm manages a portfolio of over 60 active companies and works closely with a network of 45 Limited Partners. The CEO is actively engaged in business development, fundraising, and speaking engagements, making this an exciting opportunity to be at the heart of diverse and impactful work.

Position Summary
We are seeking a highly organized and proactive professional to join our client as an Executive Assistant / Administrative Manager. This role is critical in ensuring smooth operations and effective communication across multiple business entities. You will handle a range of high-level administrative responsibilities, including document preparation, scheduling, project management, and stakeholder engagement, supporting the CEO in achieving strategic goals.

Key Responsibilities

• Document and Presentation Management: Create professional documents and presentations, transforming handwritten notes and drafts into polished, error-free materials. Prepare detailed Excel charts and integrate them into reports.
• Calendar and Database Oversight: Manage the CEO’s complex schedule across time zones and maintain a contact database of over 4,500 stakeholders.
• Communication and Stakeholder Engagement: Draft, proofread, and send communications on behalf of the CEO. Serve as a key point of contact for Limited Partners, company executives, and other stakeholders.
• Project Coordination: Lead projects such as website redesigns and oversee remote contractors handling content creation and administrative tasks.
• Investor Relations: Facilitate communication with Limited Partners, manage investor mailings, and track engagement metrics.
• Administrative Support: Liaise with property managers, coordinate office operations, and manage the CEO’s inbox to ensure efficient communication.
• Process Improvement: Refine filing systems and workflows to enhance efficiency, identifying opportunities to streamline processes.

Qualifications

• Bachelor’s degree preferred, with 5+ years of experience in executive-level administrative support or operations management.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and calendar management software.
• Strong written and verbal communication skills, with attention to detail and the ability to work independently.
• Proven ability to manage multiple projects and priorities under tight deadlines.
• Experience in fast-paced, entrepreneurial environments or with high-net-worth individuals is a plus.

Work Environment
This on-site role during core business hours offers flexibility and requires adaptability to shifting priorities. You’ll thrive in a fast-paced setting, balancing autonomy with close collaboration with the CEO.