Executive Administrative Assistant and Office Manager

Proofpoint Capital is an operator-led venture capital firm investing in early-stage vertical AI software companies with a particular focus on Life Sciences, Healthcare, and Financial Services.

Led by Dan Goldsmith (former CEO of Instructure & Tendo, early Veeva Systems executive), Jonathan Brassington (Co-founder/CEO of LiquidHub), and Matt Wallach (Co-founder/President of Veeva Systems), we bring over 75 years of combined operational expertise to our founders. We don’t just write checks — we roll up our sleeves to help entrepreneurs scale companies, build world-class teams, and create lasting impact.

Based in the Philadelphia area, we’re building a high-performing team to support our growing portfolio and firm operations.

We’re seeking an Administrative Assistant / Office Manager to serve as the operational backbone of Proofpoint Capital. This is a rare opportunity to be a foundational hire at a mission-driven VC firm, working directly with three accomplished Partners to support company and office operations.

If you’re highly organized, proactive, and energized by fast-paced entrepreneurial environments — and you’re the kind of person who’s already using AI tools daily to work smarter, move faster, and produce better output — this role is for you. We invest in AI companies because we believe AI fundamentally changes how work gets done. We expect our entire team, including this role, to embody that belief.

• Manage complex, multi-party calendars — use of various scheduling tools to optimize time and minimize friction across time zones and stakeholders
• Coordinate meetings and travel — arrange travel, prepare agendas, confirm logistics, and ensure nothing falls through the cracks across internal and external parties
• Prepare meeting briefing materials — leverage AI tools to rapidly synthesize research on companies, founders, and executives before Partner meetings
• Draft and compose communications — independently crafting polished emails, memos, and correspondence on behalf of Partners using tools like ChatGPT and Claude, with minimal direction required
• Oversee day-to-day office operations — setting up the local office and ensuring all office operations run smoothly
• Manage vendors and supplies — owning vendor relationships and ensuring the office is always well-resourced
• Support ad-hoc research initiatives — using AI research tools to quickly surface market intelligence, company backgrounds, and competitive landscape information
• Contribute to firm-building activities — as we scale, you’ll help build the operational foundation others will rely on
  

• 5+ years of experience in an administrative or office management capacity — venture capital, private equity, professional services, or high-growth tech companies strongly preferred
• AI-native work style — you’re not just “open to” AI tools; you’re already using ChatGPT, Claude, or similar platforms daily to draft communications, conduct research, summarize information, and handle administrative tasks more efficiently. This is a hard requirement, not a nice-to-have.
• Exceptional organizational skills — you’re a master of logistics, prioritization, and keeping many balls in the air simultaneously
• Outstanding written communication — polished, professional prose with an ability to write on behalf of senior executives; you use AI tools to sharpen your output, not replace your judgment
• Proactive and resourceful — you anticipate needs, solve problems independently, and always think two steps ahead
• Broad tech proficiency — fluent in Microsoft Office, Google Workspace, and CRM tools; comfortable adopting new platforms quickly
• Discretion and integrity — trusted with sensitive business information and partner communications
  

We invest in AI companies because we believe AI is reshaping every industry — including how we run our own firm. In this role, you’ll be expected to:

• Use ChatGPT, Claude, or equivalent tools to draft emails, letters, and documents with speed and polish
• Apply AI research tools to prepare briefings and synthesize background information on founders, companies, and markets
• Leverage AI productivity tools to manage calendars, prioritize tasks, and streamline workflows
• Continuously explore new AI tools that can make the firm operate more efficiently

You don’t need to be a developer or technically trained — but you do need to be genuinely curious about AI, actively experimenting with new tools, and committed to working in an AI-augmented way from day one.

• Be a Founding Team Member — Shape the culture, processes, and operations of a growing firm from the ground up
• Learn from Operators — Work alongside three world-class entrepreneurs who’ve built and scaled iconic technology companies
• Career Growth — Expand your responsibilities and skillset as the firm and portfolio grow
• Network Access — Build relationships with leading founders, investors, and technology executives across enterprise software, healthtech, and fintech
• Front-Row Seat to AI — Work at a firm at the intersection of venture capital and vertical AI — you’ll see where the technology is headed before most people do
• Competitive Compensation — Base salary + benefits, performance bonus, and hybrid flexibility
  

Our office is located in the western Philadelphia suburbs along the Main Line . We offer a hybrid work model with both in-office and remote flexibility.

Ready to join a team that’s backing the next generation of transformative companies — and that walks the walk on AI?

We’d love to hear from you.

Please submit your resume and a brief cover letter telling us why you’re excited about this role and what makes you a great fit — and feel free to mention the AI tools you use regularly and how they’ve made you more effective. Send to operations@proofpointcapital.com .