Assistant, Applied AI & Operations

Arc Fund Manager LLC•New York, NY

13d

About The Position

Arc is seeking an intellectually curious, rigorous, highly organized, discreet, creative, and proactive Assistant, Applied AI & Operations to provide high-level administrative, professional, and personal support to the company’s founders. The role involves managing priorities, advancing projects, and ensuring consistent follow-through across business and personal matters with limited guidance. The assistant will develop an understanding of business priorities; manage calendars and inbox activity; organize and synthesize information; identify matters requiring attention; track commitments and decisions; and independently move appropriate work forward. The position requires sound judgment and utmost discretion when handling confidential and sensitive information. Arc is active in venture capital, opportunistic real estate, and family office activities. The role also supports the Founders’ philanthropic and personal activities, as well as the company’s global venture capital portfolio and U.S. real estate developments. The assistant manages the Founders’ professional and personal schedules, including complex international scheduling; coordinates travel and meetings; prepares agendas, written materials, and background briefings; and identifies open issues and follow-up needs. The role supports selected projects and initiatives by establishing next steps, tracking tasks and deadlines, coordinating participants, and keeping work moving even when assignments begin with limited instructions. The assistant uses modern generative AI tools responsibly to improve research, correspondence, meeting preparation, document review, information synthesis, task management, and other workflows, with careful attention to confidentiality, accuracy, and sensitive information. Other duties include maintaining visibility into commitments and decisions, managing and prioritizing a highly active inbox, drafting correspondence, conducting research and preparing useful summaries, and handling the practical administrative, personal, and office tasks needed to keep the Founders and office functioning smoothly. These practical tasks may include arranging food, setting up and clearing meetings, handling dishes, maintaining supplies, running occasional errands, organizing materials, making reservations, coordinating purchases, and assisting with household-related matters. The compensation range is $95,000 to $125,000 annually, commensurate with knowledge, skills, and experience. Arc is an equal opportunity employer and provides reasonable accommodation to employees and applicants with disabilities.

Requirements

Bachelor’s degree or equivalent experience.
At least 3 years of relevant experience supporting senior executives, founders, principals, or similarly demanding leaders, or comparable experience in executive support, project management, or operations.
Excellent attention to detail, strong organizational skills, and proactive problem-solving ability.
Ability to independently coordinate projects, determine next steps, and keep work moving when instructions or information are incomplete.
Excellent written and oral communication skills, including the ability to synthesize substantial amounts of information quickly and accurately.
Ability to prioritize, multitask, follow through and report back, and manage time effectively.
Ability to work independently and as part of a team.
Ability to handle highly confidential or sensitive business or personal matters with discretion.
High degree of proficiency in MS365, SharePoint, and Teams.
Ability to remain calm under pressure.
Ability to analyze problems quickly and accurately and identify appropriate solutions.
Willingness to move comfortably between higher-level work and routine administrative or office tasks as circumstances require.

Nice To Haves

Experience working with international colleagues and across time zones.

Responsibilities

Manage the Founders’ professional and personal calendars, appointments, commitments, and tasks, including complex scheduling across international time zones.
Assess competing demands and help ensure the Founders’ time is aligned with their priorities.
Arrange travel and meeting logistics, agendas, written materials, and related details.
Prepare the Founders for meetings, events, and trips by obtaining and synthesizing relevant background information; identify open issues, decisions, and follow-up needs where appropriate.
Coordinate selected projects and initiatives, establish next steps, track tasks and deadlines, coordinate with participants, and follow up to keep work moving.
Use generative AI tools responsibly to improve research, correspondence, meeting preparation, document review, information synthesis, task management, and other appropriate workflows.
Identify opportunities to improve work using AI while exercising judgment regarding confidentiality, accuracy, and sensitive information.
Track commitments, decisions, requests, and tasks involving the Founders and Arc team; surface matters requiring attention and follow up with colleagues.
Manage the principal Founder’s active inbox in collaboration with the Founder, including reviewing and prioritizing communications, synthesizing information, drafting or responding to correspondence when appropriate, and ensuring timely follow-up.
Conduct research and gather information on business, operational, personal, and other matters; prepare clear summaries and, where appropriate, identify options, considerations, and recommended next steps.
Handle administrative, personal, and practical responsibilities needed to keep the Founders and office functioning smoothly, including arranging food, setting up and clearing meetings, handling dishes, maintaining supplies, occasional errands, organizing materials, reservations, purchases, and household-related matters.