Executive Assistant (Hybrid)
Sign up free to see how well your resume matches this role.
What you'll do
- Manage complex, multi-time-zone diaries and planning trips and roadshows well in advance
- Run team meetings, agendas, and actions via MS Planner
- Coordinate AGMs, Advisory Boards, and conference call registrations, along with maintaining a log / tracker for all AGMs
- Triage high-volume email with discretion and judgement
- Coordinate recurring committee and partner calls across the team’s business area - Producing agendas, documentation, and collating minutes for the weekly meeting
- Support client updates and prospect marketing activity alongside the IR team
- Act as Lead Event Coordinator for flagship conferences twice a year – sourcing hotels, booking travel and overseeing the smooth running.
- Help with organising team offsites/group lunches/dinners and events
- Manage international travel, visas, and attendance tracking for senior team members
- Process complex multi-currency expenses via Concur
- Maintain CRM records, meeting calendars, and team availability trackers
- Conduct KYC background checks (World Check One, RepRisk) and supporting Corporate Action documentation via DocuSign
What they're looking for
- Degree qualified, or equivalent experience
- Strong working knowledge of Microsoft Office, including Planner and Claude
- A flexible, resilient approach — comfortable managing multiple competing priorities at pace
- Excellent organisational skills and sound judgement under pressure
- High attention to detail and accuracy
- Discretion, professionalism, and confidentiality as second nature
- Strong written and verbal communication skills
- Prior experience supporting a busy team within financial services or investment banking
Summarised by NextRaise from the employer’s description, which follows in full below.
Full description from employer
Pantheon has been at the forefront of private markets investing for more than 40 years, earning a reputation for an innovative approach to investing in secondaries, co-investments, and primary fund investments, as well as capital formation across commingled funds, evergreen vehicles and customized solutions. Our specialist investment capabilities span multiple strategies across private equity, infrastructure and real assets, and private credit. Through our collaborative and committed culture, we find new ways to solve complex problems together and deliver innovative investment opportunities across private markets. Pantheon currently manages approximately $82.3 billion in AUM across all its strategies, serving more than 750 institutional and 638 private wealth clients worldwide
For further details please visit www.pantheon.com
Pantheon is looking for a highly organised, proactive Executive Assistant to provide senior-level administrative support to 3 Senior Investment professionals. You'll be the operational backbone for a fast-moving global team — managing complex diaries across time zones, coordinating high-profile meetings and conferences, and keeping everything running smoothly behind the scenes.
This role would suit someone from an investment banking background who thrives under pressure and is exceptional at prioritising competing demands — you'll be juggling multiple stakeholders, tight deadlines, and shifting priorities across global offices, often with limited notice.
The role:
- Manage complex, multi-time-zone diaries and planning trips and roadshows well in advance
- Run team meetings, agendas, and actions via MS Planner
- Coordinate AGMs, Advisory Boards, and conference call registrations, along with maintaining a log / tracker for all AGMs
- Triage high-volume email with discretion and judgement
- Coordinate recurring committee and partner calls across the team’s business area - Producing agendas, documentation, and collating minutes for the weekly meeting
- Support client updates and prospect marketing activity alongside the IR team
- Act as Lead Event Coordinator for flagship conferences twice a year – sourcing hotels, booking travel and overseeing the smooth running.
- Help with organising team offsites/group lunches/dinners and events
- Manage international travel, visas, and attendance tracking for senior team members
- Process complex multi-currency expenses via Concur
- Maintain CRM records, meeting calendars, and team availability trackers
- Conduct KYC background checks (World Check One, RepRisk) and supporting Corporate Action documentation via DocuSign
- Train and mentor junior admin staff
- Provide cover across the wider Administrative Team, liaising with colleagues in San Francisco, New York, Hong Kong, Tokyo, Singapore, Seoul, Bogotá, and Dublin
Required Skills and Experience
- Degree qualified, or equivalent experience
- Strong working knowledge of Microsoft Office, including Planner and Claude
- A flexible, resilient approach — comfortable managing multiple competing priorities at pace
- Excellent organisational skills and sound judgement under pressure
- High attention to detail and accuracy
- Discretion, professionalism, and confidentiality as second nature
- Strong written and verbal communication skills
- Prior experience supporting a busy team within financial services or investment banking
This job description is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. You may be required to perform other job-related duties as reasonably requested by your manager.
Pantheon is an Equal Opportunities employer, we are committed to building a diverse and inclusive workforce so if you're excited about this role but your past experience doesn't perfectly align we'd still encourage you to apply.
Company
Company facts come from this company's own listings. We only show what the postings themselves carry.