Executive Assistant / Administrative Support

Administrative Director

📍 Location: Downtown Tampa, Florida

A growing private investment firm in downtown Tampa is seeking an experienced Administrative Director to provide high-level financial, operational, investor relations, human resources, and executive support.

This is a highly visible position supporting three senior investment professionals within a small, collaborative, and fast-paced office. The ideal candidate is polished, highly organized, financially literate, and comfortable managing confidential information while balancing strategic responsibilities with day-to-day administrative needs.

This is not a traditional administrative assistant position. The Administrative Director will serve as a key operational partner to the firm’s leadership team and will play an important role in keeping the office, financial processes, investor communications, and internal operations running smoothly.

Key Responsibilities

• Coordinate month-end and quarter-end financial reconciliations with the firm’s outsourced accounting provider
• Perform bank account reconciliations for multiple investment partnerships and entities
• Support the firm’s annual financial audit process
• Help manage communications with investors and limited partners
• Coordinate quarterly investor letters, presentations, mailings, and other investor communications
• Assist with planning and executing the firm’s annual investor meeting
• Manage day-to-day human resources activities in partnership with firm leadership
• Provide executive and administrative support to three senior investment professionals
• Manage complex calendars, meetings, appointments, travel, lodging, and related logistics
• Prepare, edit, and proofread professional correspondence, memoranda, presentations, and internal documents
• Maintain accurate client, investor, and contact information within the firm’s DealCloud CRM
• Assist visitors, answer incoming calls, and serve as a professional point of contact for the firm
• Support the development of marketing and investor relations materials, including presentations, brochures, and mailings
• Identify opportunities to improve administrative workflows, office processes, and internal organization
• Assist with virtual meeting technology and audiovisual setup as needed

Qualifications

• At least five years of professional administrative, executive support, office management, operations, or related experience
• Experience supporting senior executives, partners, or other high-level professionals
• Working knowledge of basic accounting and financial concepts
• Experience with reconciliations, financial documentation, audit support, or outsourced accounting relationships strongly preferred
• Exceptional written and verbal communication skills
• Strong attention to detail and the ability to manage multiple priorities accurately and efficiently
• High level of professionalism, discretion, and judgment when handling confidential information
• Advanced proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and calendar management
• Experience using DealCloud or another CRM platform is preferred; ability to learn new systems quickly is required
• Strong typing, proofreading, formatting, and document preparation skills
• Ability to work independently while contributing positively within a close-knit team
• Interest in learning and utilizing AI productivity tools, including Microsoft Copilot and Claude

Ideal Background

Candidates may come from private equity, investment banking, financial services, wealth management, family offices, professional services, law firms, accounting firms, or other high-touch corporate environments.

Experience in roles such as the following may translate well:

• Executive Assistant
• Executive Business Partner
• Director of Administration
• Office Manager
• Administrative Operations Manager
• Investor Relations Coordinator
• Family Office Administrator
• Financial Services Administrator

What Makes This Opportunity Unique

• Direct exposure to senior investment professionals and firm leadership
• Broad responsibilities across finance, operations, investor relations, HR, and executive support
• Opportunity to become a trusted and highly valued member of a growing investment firm
• Professional, collaborative, and team-oriented office environment
• Competitive compensation and attractive benefits

Work Environment

This is a full-time, in-office position located in downtown Tampa. The typical schedule is approximately 40 hours per week, with flexibility required during busy reporting periods, investor events, meetings, and other firm priorities.