A venture capital executive assistant job description should name the partner's administrative workload and the decisions that stay with the partner. Start with calendar ownership, inbox follow-through, meeting preparation, and approved relationship coordination. Then define what the assistant may confirm, what needs approval, and who handles an exception.
Use the editable role brief and work-sample scorecard below to make those boundaries concrete. It is designed for a fund hiring or scoping support for a partner, not a startup hiring an assistant to manage its own fundraising conversations.
Write the role around the partner's actual week
Before writing a list of duties, map the recurring work. Which meetings need preparation? Who supplies the background? Which messages can wait for a partner decision, and which need a prompt administrative reply? Include internal team meetings as well as conversations with founders and limited partners, or LPs: the investors in a fund.
A Pocketbook Agency listing for an assistant supporting a venture capital managing director describes inbox triage, a complex calendar, introductions, events, and coordination with investing and investor relations teams. That is one recruiter's role brief, not a universal definition or proof of what every fund needs.
Your version should distinguish recurring responsibilities from occasional requests. If several partners will share the assistant, name who resolves competing priorities. Write down expected availability and backup arrangements rather than leaving the candidate to guess what an urgent message means.
A job description you can adapt
Use the following as a starting brief. Replace the bracketed fields with your own approved scope before sharing it with candidates.
Role: Executive assistant to [partner or managing director]. The assistant owns agreed administrative coordination so the partner can see what needs a decision and what is already moving.
Reporting: Reports to [principal]. Priority conflicts go to [decision owner]. Works with [investing team contact], [investor relations contact], and [operations contact].
Responsibilities: Maintain the partner's calendar within agreed scheduling rules; triage incoming requests; prepare meeting logistics and approved background; coordinate introductions after permission; record approved next steps with an owner; and keep relevant relationship records current within granted access.
Authority: May confirm [routine actions]. Must obtain approval for [meeting exceptions, external messages, document sharing, or commitments]. Routes uncertain requests to [owner] without making investment or financial judgments.
Working arrangements: [Full role scope], [agreed availability], [backup contact], and [review rhythm]. Assess the candidate using work samples tied to these responsibilities.
Avoid a catch-all such as "handle everything for the partner." It gives neither side a useful limit. If travel or event logistics belong in the role, specify them. If personal administration does not, say so. Do not quietly add a second role during interviews.
Separate relationship coordination from investment work
An assistant can ask for availability, confirm an approved meeting, and record who owes the next action. The partner or designated relationship owner decides which introduction to make, what to communicate, and whether a request should proceed. An assistant should not infer an endorsement from a calendar invitation.
For LP-related requests, name the investor relations owner and the permitted administrative steps. A request for materials goes to the person authorized to approve their release. Keep investment analysis, securities solicitation, valuation, legal or tax advice, financial reporting judgments, and money movement outside this role brief.
Record access separately from working instructions. A rule saying "ask before sharing" does not itself restrict software permissions. Have the account owner confirm access, and use your fund's approved document-sharing process. The scorecard below needs only invented examples and role labels, never real LP information or private deal documents.
Check for continuity after the meeting
Meeting coordination is unfinished if nobody can tell what happened next. In your proposed workflow, capture the meeting date, relationship owner, approved next action, responsible person, and next check. Keep an unconfirmed point visibly unconfirmed instead of turning it into a fact.
Carta's LP CRM page describes email and calendar integration that captures meeting history and relationship context. That is a provider-described capability, not a hands-on product test or a recommendation. Your role brief can require accurate approved records without requiring that particular tool or granting the assistant authority over the financial data it may contain.
For a founder introduction, the administrative finish might be a confirmed time and an accepted handoff to the relationship owner. For an LP meeting, it might be an approved follow-up draft awaiting that owner's review. Define the finish before you judge the candidate's speed.
Editable role brief and work-sample scorecard
Fill in the scope first. Then use the five scenarios to compare how candidates explain their actions. Ask each candidate the same core questions with the same invented information. The observations are qualitative: there is no validated hiring score or automatic recommendation. A polished answer does not replace checking the work.
Entries remain in this page's memory until reset or reload. Download saves a CSV on your device; print uses the complete text preview. This tool does not connect to your fund's systems. Use role labels and non-sensitive practice data, and store any finished private assessment in your approved system.
Run a useful interview conversation
Let the candidate talk through what is missing from each scenario. A good clarification can be more useful than a fast answer based on a guessed instruction. Ask what they would write to the partner, what they would leave unsent, and where they would record the next check.
Use the same evidence standard for every candidate. Write down the specific action they proposed and the point you still need to discuss. Do not turn the five observations into a pass mark: this worksheet is an original discussion aid, not a predictive hiring test. If a candidate proposes sending private material without checking permission, resolve that concern explicitly rather than averaging it against strong calendar work.
Agree on the first handoff
Once the role is agreed, map the full operating scope before transferring responsibility. Choose one priority workflow to stabilize, such as the partner's recurring meeting preparation. Give the assistant the relevant context, an approval boundary, and a named person for exceptions. Review actual examples together before expanding ownership.
The executive assistant onboarding checklist offers a related context-transfer workbook. Its startup examples are different from fund operations; adapt the administrative handoff, not the company's fundraising duties. For the ongoing service model, see Early Bird's support for venture capital teams.
Early Bird provides one dedicated, full-time executive assistant with ongoing Early Bird support. Onboarding maps the full operating scope, then stabilizes one priority workflow at a time. Use the completed brief to explain the work you want removed from the partner's plate and the decisions you will retain.