How Remote Executive Assistants support Venture Capital Firms

How Remote Executive Assistants can support Venture Capital Firms

Executive Assistant and CEO organizing for holiday season

As your venture capital firm grows, you may find yourself overwhelmed with all of the tasks you need to complete. Administrative duties may take up 28% of your work day. Staying organized and punctual is essential to maintain your reputation, so you can’t neglect these responsibilities. This is where a remote executive assistant comes in hand to support venture capital firms.

They take over your administrative tasks so that you can focus on closing deals, meeting entrepreneurs, and expanding your venture capital’s portfolio.

What’s the Role of an EA?

Executive assistants manage the communications and schedules of an executive. They go through more extensive training than other assistants to meet the unique needs of a company’s leadership team. Other tasks that they often take care of include:

  • Preparing expense reports
  • Booking flights & trips
  • Gatekeeping your time and calendar
  • Managing inboxes and phone calls

Executive assistants are trained to be responsible, efficient and professional. They understand that they represent you and your company.

Not sure how to to start looking for an EA? Check our guide

How Remote Executive Assistants support Venture Capital Firms

Some executive assistants specialize in helping venture capital firms. They can put together expense reports and schedule meetings with investors for you. Executive assistants who have experience in venture capital know how to allow the right people access to you while politely declining those who aren’t a match for what you’re looking for.

And since it’s 2023, you don’t need to hire someone in-person and an turn to the increasing remote workforce for the sake of efficiency, convenience and personal preference. We’ve been doing this for over 10 years and can guarantee that remote executive assistants can provide the same level of service as in-person EAs, and more.

Now, let’s go through what an executive assistant can do for venture capitalists like you.

Calendar Management

A remote executive assistant can key in your meetings and other appointments in your calendar. If something gets rescheduled, they’ll stay on top of it and update your calendar for you. You can even let them handle scheduling personal appointments for you to save more time.

Do you have multiple emails and separate calendars and struggle to keep a clear overview? Don’t worry, a good EA can advise you on how to integrate them and create a structured workflow for you.

Travel Management

Virtual executive assistants can book flights and hotel rooms on your behalf while you’re traveling to meet founders and other stakeholders. Of course, you’ll have to give them some of your personal information for them to do this for you. We require that our EAs sign a non-disclosure agreement with you to protect your sensitive information.

Other steps that we take to secure your data are using a password manager and two-factor authentication. Password managers securely store passwords to avoid exposing them to hackers who may get into someone’s email or digital files.

You can let your EA know what your preferences are in flights and accommodations. If there are certain airlines, seats or hotels that you don’t like, they’ll avoid them while making your travel arrangements.


We understand that not every lead is qualified and not every pitch is relevant to your venture capital. Reading all of your emails and answering all of your phone calls are huge time and energy wasters. Why not delegating that to an EA instead?

Executive assistants can screen potential investors, partners or startup ideas before allowing them direct contact with you. Only qualified leads and people you need to directly communicate with will get past them.


Staying organized is essential if you want to be proactive, quick to complete your tasks and seize deal opportunities before everyone else. Luckily, remote executive assistants are organization experts and are there to keep your files, inbox and other work organized to save you time and stress. They also keep records of your contacts, making it easy to find contact information as needed. You won’t have to waste time digging through emails or trying to find a scrap piece of paper that you wrote an interesting founder’s contact info on.

Document Preparation for Venture Capital Firms

Our remote executive assistants are able to prepare documents for venture capital firms. They can create startup profiles, board packets, funding opportunities and templated documents. If you need research done on industries or companies, they are able to handle this too.

Opportunities Research for new deals

Let your EA know what type of opportunities you are interested in, and they can regularly conduct research to find the latest opportunities. This will free up more time for you to spend on networking, important communications and problem solving.

They can take care of initial outreach for you too – whether that’s on LinkedIn, VC Twitter or via email. For companies that are interested in receiving funding from you or forming a partnership, an EA can go ahead and schedule a meeting for you. You just have to jump on a Zoom call when it’s time and seal the deal.

Emails and Phone Calls

The first thing everyone thinks when we talk about EAs, it’s calls and inbox. Indeed, remote executive assistants can respond to emails and phone calls that don’t need a direct response from you. It goes without saying, that anything that would require you personally answering is passed on to you. With an EA, you never have to feel the stress of a backlogged inbox or voicemail box again. We stay on top of your emails and phone calls to ensure speedy replies.

Personal Tasks

If everything we just mentioned wasn’t enough, virtual assistants can help you with some of your personal tasks as well.

Examples of how we can make your personal life easier:

  • Remind you of birthdays and anniversaries
  • Manage your personal finances
  • Make reservations and arrangements for activities
  • Research quality services and products
  • Handle the relocation process when you move

Struggling with buying the perfect gifts for your partner? An EA can surely make suggestions for you and order them along with a personalized card. This will reduce your stress in finding the perfect gift for important events.

Plus, remote executive assistants can put together a travel plan for you when it’s time to treat yourself to a vacation. Your EAs will present you with the best options for enjoying your stay in a new city. They can also handle booking hotel rooms and making any other needed reservations and arrangements.

With our experience in personal management, Headroom EAs know all the best service providers. Whether you need a plumber or a babysitter, we can find any type of professional that you may need.

Goal Achievement

Charlotte, a tech investor and serial entrepreneur, was happy that her Headroom EA cared about her personal goals and made proactive suggestions for achieving them. Assistants shouldn’t be just there to help you organize and stay on top of tasks. They are strategic partners who can offer valuable insights and solutions to problems.

In conclusion: an executive assistant can support your Venture Capital firm and take it to the next level

Remote executive assistants have the skills you need to drive your Venture Capital firm forward. An EA saves you a lot of time and money by keeping your files organized, researching new opportunities, filtering your emails and phone calls and making travel accommodations. With all of this time freed up, you can secure more opportunities and deals, and spend more time working with your portfolio companies and investors.

If you’re considering an EA but don’t want to increase headcount, we might be able to help: Headroom is an executive assistant service that gives you access to premium continuous support without needing to add another employee to your payroll.

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