Job Description

NorCap manages hedge funds and provides financial advisory services to high-net-worth and institutional clients. We operate in a fast-paced, high-performance environment where confidentiality, professionalism, and exceptional client service are critical. We are seeking a highly skilled and proactive Executive Assistant to provide administrative and strategic support to our Austin-based CEO, Dallas-based EVP, and Board of Managers, ensuring seamless operations and high-touch client engagement.

This is not a traditional administrative role. The job is a highly visible, strategic position requiring a seasoned professional who can anticipate needs and manage complex and shifting priorities with minimal oversight. You will serve as a key liaison between management, clients, and team members, and play an integral role in completing tasks firm-wide.

An Executive Assistant at NorCap is expected to work in our Austin office 5 days a week, from 8:00 a.m. to 5:00 p.m., and frequently reply to clients by phone and email outside of regular office hours. As a firm dedicated to providing exceptional client service, all client requests are expected to be responded to within 24 hours of receipt.

Key responsibilities include executive and strategic support, client and third-party relations, communication and meeting management, as well as operational and administrative excellence.

A successful applicant will undergo a background check, and will be required to study for and pass, within 90 days of employment, the National Futures Association (NFA) Series 3 exam (the National Commodities Futures Examination) administered by the Financial Industry Regulatory Authority (FINRA) .

Executive and Strategic Support 

• Provide high-level administrative and strategic support to the CEO, EVP, and Board of Managers, ensuring their time is optimized for maximum impact. 
• Anticipate needs and proactively address challenges before they arise. 
• Manage highly complex calendars, meeting schedules, calls, and events while prioritizing key business objectives. 
• Handle confidential and time-sensitive information with the highest level of discretion. 
• Prepare executive-level reports and briefing materials for internal and external stakeholders.
• Track key initiatives and ensure timely follow-ups.

Client and Third-Party Relations 

• Serve as a liaison between management, clients, and third-party partners while ensuring exceptional relationship management. 
• Draft well-crafted and mistake-free client correspondence, follow up on action items through successful completion, and ensure timely communication internally and externally. 
• Coordinate internal and external meetings, presentations, and documentation requests. 
• Maintain continuous visibility on high priority client needs, fielding initial calls/emails and ensure interactions are handled immediately and effectively. 

Communication and Meeting Management 

• Assist in proofreading and editing high-level communications, including client memos, reports, and executive summaries. 
• Prepare agendas and attend key in-office meetings to capture action items and ensure seamless follow-through. 
• Organize Board of Managers meetings and client presentations, ensuring materials are prepared in advance. 

Operational and Administrative Excellence 

• Manage complex travel arrangements for the EVP, handling logistics, itineraries, materials required for travel and contingency planning. 
• Filter incoming requests and prioritize executive communications. 
• Oversee key administrative projects and assist with firm-wide administrative initiatives. 
• Work closely with internal teams, including operations, business development and compliance, to support critical business functions. 

Ideal Fit

• A seasoned Executive Assistant with 8+ years of experience supporting C-suite executives, preferably in finance, private equity, or at an investment firm. 
• A proactive problem-solver who can manage continuously shifting priorities and high-stakes situations with confidence. 
• An exceptional communicator, both written and verbal, with the ability to represent executive leadership professionally. 
• Highly organized and detail-oriented, capable of managing complex schedules and high-volume tasks with precision. 
• Tech-savvy, with expertise in Microsoft Office, Microsoft Excel, Google Suite and customer relationship management (CRM) software. 
• A trusted professional known for handling sensitive and confidential information with absolute discretion. 
• A high-energy, positive, adaptable individual who thrives in in-office, fast-paced, small business, and entrepreneurial settings.

Benefits

• Direct exposure to high-level decision-making at a growing investment firm. 
• High-impact role with a mix of executive, client-facing, and strategic responsibilities. 
• Fast-paced, entrepreneurial culture with opportunities for professional growth. 
• Competitive medical benefits, compensation (including performance-based incentives), and vacation time. 

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