Executive Assistant, Strategic Initiatives and Corporate Development
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Executive Assistant, Strategic Initiatives and Corporate Development
Summary / Overview
The Executive Assistant, Strategic Initiatives and Corporate Development provides high-level administrative, organizational, and project coordination support for Peter Simon. The role is responsible for optimizing effectiveness through proactive calendar and communication management, meeting preparation, travel coordination, confidential information management, and disciplined follow-through on strategic priorities.
The position supports strategic initiatives across Peter’s portfolio by maintaining project and opportunity trackers, coordinating information and diligence requests, organizing records, assisting with basic business and legal documentation, preparing status updates, and keeping stakeholders aligned on deliverables. This is an execution- and coordination-focused role for a highly organized, discreet, and commercially aware professional who is comfortable working across functions in a fast-paced, entrepreneurial environment.
Responsibilities and Duties
Executive and Administrative Support
- Manage and coordinate complex calendars, meetings, travel, and logistics, including prioritizing requests, protecting focus time, resolving conflicts, and coordinating across time zones as needed.
- Prioritize and screen incoming communications, including email, calls, requests, and invitations; draft responses and escalate matters requiring executive attention.
- Prepare, edit, format, and organize correspondence, presentations, reports, meeting briefs, agendas, and other executive materials.
- Coordinate internal and external meetings by confirming participants, preparing agendas and supporting materials, capturing decisions and action items, and ensuring timely follow-up.
- Prepare clear meeting notes that identify key points, decisions, open questions, owners, and deadlines; track follow-through through completion.
- Arrange domestic and international travel, including flights, accommodations, ground transportation, itineraries, changes, and expense reporting.
- Serve as a professional liaison between the executive, SGH companies, employees, customers, vendors, lenders, shareholders, advisors, and other stakeholders.
- Maintain accurate, organized, and confidential files, records, correspondence, and documentation in alignment with company policies and sound business practices.
- Support executive expense administration, basic financial or budget tracking, and other administrative reporting as assigned.
Strategic Initiatives and Project Coordination
- Support the coordination and follow-through of strategic initiatives, growth projects, and other priorities across operating companies and investments.
- Maintain project, opportunity, and deal pipeline trackers with accurate status updates, owners, next steps, deadlines, and risks; escalate delays or issues early.
- Coordinate information requests and administrative workstreams for potential transactions, strategic initiatives, portfolio projects, and diligence activities.
- Assist with preparing meeting materials, project summaries, status reports, basic research, presentations, and other materials used to evaluate or advance business opportunities.
- Organize and maintain strategic initiatives records, relationship information, diligence materials, transaction files, and supporting documentation.
- Assist with basic operational and legal documentation, including NDAs, credit applications, subscriptions and renewals, payment setups, vendor applications, and similar materials, in coordination with appropriate internal or external reviewers.
- Coordinate communication and follow-up with portfolio companies, customers, vendors, lenders, shareholders, advisors, and other counterparties in a professional and responsive manner.
- Support the implementation of approved initiatives by coordinating timelines, meetings, deliverables, and communication across participating teams.
Process Improvement and Cross-Functional Support
- Identify opportunities to improve administrative, project-tracking, information-management, and communication processes through standardization, automation, or better use of technology.
- Build collaborative working relationships across operating companies; help connect people, information, and resources across the portfolio.
- Work effectively in an entrepreneurial environment where priorities may change quickly and team members are expected to be hands-on and willing to support the broader business.
- Perform other duties and special projects as assigned.
Required Education and Experience
- Bachelor’s degree or equivalent combination of education and relevant work experience.
- Three or more years of experience supporting a senior leader, executive, strategic initiatives function, project team, or comparable business function.
- Strong proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
- Exceptional organizational, multitasking, prioritization, and time-management skills, with demonstrated ability to manage details and follow through on deadlines.
- Excellent written and verbal communication skills, including the ability to prepare concise, professional correspondence, notes, summaries, and business materials.
- Demonstrated ability to work independently, exercise sound judgment, anticipate needs, and handle confidential information with discretion.
- Ability to interact professionally with internal and external stakeholders and to hold owners accountable for action items and deliverables.
Preferred Education and Experience
- Experience supporting strategic initiatives, corporate development, mergers and acquisitions, private equity, venture capital, investment banking, legal, finance, or portfolio-company operations.
- Familiarity with energy, oil and gas, power, manufacturing, real estate, or other related industries.
- Experience with Teams, SharePoint, Slack, Google Workspace, Notion, CRM platforms, project-management tools, or similar collaboration systems.
- Basic financial, commercial, or business-development acumen.
Core Competencies and Success Factors
- Proactive and dependable: Anticipates needs, takes ownership, and drives work through completion without waiting for repeated direction.
- Highly organized and detail-oriented: Maintains accurate information, dependable systems, and clear visibility into priorities and deadlines.
- Discreet and trustworthy: Handles sensitive executive, company, financial, legal, and transaction-related information with sound judgment.
- Commercially aware: Understands the importance of professional interactions, responsiveness, business relationships, and the quality of information used to advance decisions.
- Collaborative and low-ego: Works effectively across functions and companies, avoids siloed thinking, and recognizes that how work gets done matters as much as the outcome.
- Adaptable and solutions-oriented: Maintains composure and effectiveness as priorities shift in a fast-paced, entrepreneurial organization.
- Strong sense of urgency: Responds promptly, communicates clearly, and escalates risks before they affect commitments or outcomes.
Leader Responsibilities
- Demonstrate professionalism, reliability, integrity, and a service-oriented approach.
- Build strong working relationships across teams, operating companies, and external stakeholders.
- Contribute to a positive, collaborative, and accountable team environment.
Work Environment
Office environment with regular interaction across departments, operating companies, and external stakeholders. The role may require occasional flexibility outside standard business hours for time-sensitive executive, transaction, or business-development matters.
Physical Demands
- Prolonged periods of sitting at a desk and working on a computer.
- Must be able to lift up to 15 pounds at times.
- Must be able to access and navigate each department at the organization’s facilities.
Travel Required
Approximately 10–20%, as needed for executive travel, meetings, conferences, portfolio-company visits, diligence activities, and other business-related events.
Other Duties
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the team member for this job. Duties, responsibilities, and activities may change at any time with or without notice.