Executive Assistant to the Managing Partner

Embarc Advisors•Remote, OR

2d•Remote

About The Position

Embarc Advisors is a high-performance, human-centered firm offering a different path in finance careers. Founded by former Goldman Sachs and McKinsey professionals, Embarc provides best-in-class advice in M&A, capital raising, outsourced corporate development, and strategic CFO services. The firm operates like an elite sports team, united by trust and driven by values like Kaizen, excellence, and perseverance, utilizing an internal operating system (EOS) for structure and accountability. Embarc aims to attract ambitious professionals and purpose-driven clients, offering the opportunity to build a sustainable, values-aligned career in finance with rapid growth and long-term engagement.

Requirements

5+ years of experience in executive support, operations, project coordination, client services, business administration, or a related role.
Exceptional organizational and project management skills.
Strong written and verbal communication abilities.
Ability to manage multiple priorities simultaneously while maintaining attention to detail.
High level of professionalism and discretion handling confidential information.
Strong judgment, business acumen, and problem-solving skills, with the ability to learn quickly and make informed decisions.
Advanced proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint.
Based in, or consistently available to work during, the Pacific Time zone.
Experience using AI tools to drive automation, organization, and efficiency.
Proactive, responsive, and comfortable anticipating needs before being asked.
Highly detail-oriented while still able to understand broader business priorities.
Calm under pressure and able to manage urgent requests without losing accuracy.
Resourceful problem-solver who takes ownership and follows through.
Strong communicator who can represent the firm professionally with internal and external stakeholders.
Discreet, trustworthy, and comfortable handling confidential business and personal information.
Entrepreneurial self-starter who enjoys improving processes and creating structure.

Nice To Haves

Experience supporting executives, partners, founders, or senior leadership in a fast-paced environment.
Experience in professional services, consulting, finance, investment banking, M&A advisory, legal services, accounting, or a related industry.
Familiarity with CRM systems, DocuSign, billing workflows, and project management tools.
Comfort coordinating with senior external stakeholders, including business owners, investors, attorneys, accountants, referral partners, and service providers.

Responsibilities

Manage complex calendars and coordinate internal and external meetings, prioritizing competing scheduling requests and optimizing executive time.
Manage high-volume inboxes across multiple accounts, ensuring professional communications, coordinating timely responses, and tracking follow-ups.
Coordinate meetings with clients, prospects, referral partners, business relationships, and internal team members.
Prepare agendas, track follow-up items, and ensure execution on key action items.
Serve as a central point of coordination between leadership and internal teams.
Coordinate document execution through electronic signature platforms.
Provide personal administrative support, exercising sound judgment and discretion.
Coordinate meetings, calls, and follow-up activities for business development initiatives.
Support the maintenance of relationships with referral partners, prospects, and clients.
Schedule introductory meetings and manage outreach logistics.
Maintain HubSpot CRM records on behalf of the Managing Partner, ensuring contact information, call summaries, follow-up tasks, next steps, and deal information are current, accurate, and actionable.
Monitor follow-up requirements and ensure timely responses.
Organize gifts, including holiday gifts, and manage related logistics.
Maintain operational records and help improve recurring workflows across the firm.
Coordinate business and personal travel arrangements including flights, hotels, restaurants, transportation, and itineraries.
Support Managing Partner during travel by handling schedule changes and travel-related issues.
Organize dinners, networking events, conferences, and internal meetings.
Support planning, arrangements, logistics, vendor management for quarterly company offsites.
Manage restaurant reservations, venue coordination, attendee logistics, and event communications.
Ensure seamless execution of in-person and virtual meetings.
Coordinate vendor management and scheduling for personal services as needed.
Provide administrative oversight for personal or sensitive documents with a high degree of confidentiality.
Support administrative coordination related to risk and compliance matters such as taxes, insurance, and related records.