Executive Assistant Department: Finance & Admin
Employment Type: Full Time
Location: San Diego
Description We are a successful crypto hedge fund with an eight-year track record of delivering strong returns for our investors. As a systematic trading firm, we leverage the combined expertise of our engineering and research teams to develop proprietary, cutting-edge trading strategies. Our success is built on innovation, precision, and relentless execution in one of the world's most dynamic markets.
Join our globally distributed team where collaboration drives everything we do. Despite our lean structure, we're expanding and seeking individuals who excel in fast-paced, high-impact environments. Our culture combines the agility and innovation of tech startups with the rigor and sophistication of institutional finance.
We're seeking a versatile and highly organized professional to serve as both Executive Assistant to our CEO and a key contributor to back-office operations from our San Diego headquarters. This hybrid role blends high-level executive support with hands-on operational responsibilities, ensuring the smooth running of day-to-day business functions. You'll act as a strategic partner to leadership while also streamlining processes, coordinating across teams, and driving operational excellence. It's a unique opportunity to be at the heart of a growing, dynamic organization, where adaptability, initiative, and attention to detail will make a measurable impact on our continued success.
Key Responsibilities Executive Support (50%)
- Proactively manage the CEO's dynamic calendar across multiple time zones, while also providing scheduling, travel, and administrative support to other senior leaders as needed
- Schedule and confirm meetings, calls, and video conferences across time zones.
- Prepare agendas, briefing materials, and follow-ups for meetings
- Draft, edit, and proofread emails, memos, and presentations on behalf of the CEO.
- Plan and book personal and business travel for the CEO and family
- Assist with personal tasks for the CEO such as scheduling household services, managing appointments, and occasional errands (e.g., dry cleaning, car maintenance drop-offs)
- Track and help organize family-related financial and household items
- Handle sensitive and confidential information with discretion
Business Administrative Support (50%)
- Support company-wide calendar coordination, internal meetings, and team travel logistics across multiple time zones
- Coordinate recruiting logistics: schedule interviews, manage candidate communications, and gather feedback
- Track ongoing projects and key business initiatives, ensuring follow-ups and deliverables stay on schedule
- Assist with event planning and coordination (team events, client meetings, offsites)
- Manage office needs and vendor relationships (supplies, services, etc.)
- Assist with business process and documentation tasks, such as organizing records, maintaining internal documentation, and supporting company processes to meet industry and regulatory standards
- Respond to investor inquiries, providing timely information, materials, or coordination support as needed
- Contribute to various business operations and special projects as needed
Required Qualifications - 5+ years of experience in an executive assistant, admin assistant, or office management role
- Strong project management skills, with the ability to own tasks end-to-end and juggle multiple priorities
- Exceptional organizational and time management abilities
- Excellent verbal and written communication skills
- Discretion and professionalism when handling sensitive information
- Must be based in San Diego, CA
- Valid driver's license and reliable transportation for occasional personal errands
Tools & Skills - Comfortable using tools and platforms such as:
- Slack
- Google Workspace (Gmail, Calendar, Docs, Sheets, Slides)
- Microsoft Office (Word, Excel, PowerPoint)
- Project management tools (Jira, Asana, Click-up, or similar)
Preferred Qualifications - Prior experience supporting C-level executives
- Background in a fast-paced startup, finance, fintech, investment management, or trading environment
- Familiarity with recruiting workflows and scheduling tools
- Experience managing logistics or planning events across distributed teams
Benefits - Competitive compensation package, including full medical benefits, 401k, and more!
- Be part of a high-performing, mission-driven team in one of the most innovative sectors of finance
- Take on a dynamic, high-impact role that blends executive support, operations, and project coordination
- Work in a collaborative culture that values autonomy, ownership, and getting things done
