Location: Remote (US-based preferred but not required)
Compensation: Commensurate with experience
Reports to: Managing Partners

About Emberline

Emberline is a two-partner investment firm that buys and builds founder-led businesses. We're operators at heart; we invest in great companies where hands-on support can make a real difference, then embed alongside management to build the infrastructure, teams, and capabilities that help them scale. You'll be part of a tight core team, but your day-to-day reaches across our portfolio companies and the operators, finance leaders, and advisors who support them.

Why This Role Matters

We need someone who keeps the machine running and makes it better over time.

We have three portfolio companies today and are building toward five. As we grow, the firm needs one person who owns the day-to-day operating mechanics: investor record-keeping, board meeting prep, document coordination, tax-season logistics, advisor follow-up, and the hundred small things that keep a firm running cleanly.

This is an apprenticeship seat. The Managing Partners will coach you directly. You'll work alongside portfolio company CEOs, finance leaders, and external advisors. You'll see how deals are structured, how companies are supported, and how a small firm scales with intention. As you master the mechanics, you'll take on real ownership: running full reporting cycles end-to-end, managing portfolio company onboarding for new acquisitions, and owning workstreams that don't have a playbook yet.

In the early months, a significant portion of the work is hands-on admin: chasing documents, coordinating signatures, tracking down missing files, making sure a FedEx actually went out, keeping investor records current. The right person takes pride in making these things excellent, then turns them into repeatable systems so the next cycle is faster and cleaner than the last. What matters is that you're organized, sharp, and genuinely interested in learning.

What Monday Morning Looks Like

Here's what the early months look like so you can picture it concretely:

Close open loops. Follow up on outstanding documents, deliverables from advisors, and action items from last week's meetings. Make sure nothing is sitting in limbo.
Prep for upcoming meetings. Pull together materials for board calls, portfolio company check-ins, and partner meetings. Coordinate with portfolio teams to get reporting packages delivered on time.
Keep investor admin current. Update records, respond to account inquiries, support quarterly update logistics, and stay ahead of tax-season coordination.
Maintain the operating tracker. Update status, flag anything that's slipping, and make sure every item has an owner and a deadline.
Document as you go. When you learn a workflow, write the SOP so it's repeatable. When a process is clunky, improve it.

What You'll Own

You'll start by learning and running the core mechanics, then expand your scope as you build context. The expectation is growth over time, not day-one mastery.

Day-to-Day Administration and Coordination

Investor record-keeping, quarterly update logistics, and tax-season coordination, keeping everything current and nothing dropped.
Board and operating meeting scheduling, materials prep, follow-up, and corporate records (minutes, resolutions, filings).
Document coordination across portfolio companies: chasing deliverables, tracking signatures, managing deadlines with external parties.
Drafting and sending investor communications: quarterly updates, capital call support, and ad hoc correspondence.

Advisor and Vendor Management

Track third-party deliverables with clear owners, deadlines, and escalation paths.
Hold external advisors and vendors to timelines, and flag slippage early so nothing surprises the partners.

Systems and SOPs

Build and maintain a central operating tracker with clear status, owners, and nothing in limbo.
Document recurring workflows into SOPs that someone else could follow.
When a process is manual and fragile, tighten it. When the current approach isn't working, say so and help build a better one.

Portfolio Operations

Help portfolio teams keep reporting clean and consistent: work with finance leaders to deliver packages on time and in the right format.
Take on expanded workstreams (portfolio company onboarding, new advisor setup, or other projects) as you build context and earn trust.

Who You Are

Takes Pride in the Details: You see admin work as craft, not chores. A clean spreadsheet, a perfectly formatted board package, and a zero-miss deadline record are things you're proud of.
Relentless Follow-Up: You send the third email and make the uncomfortable call until the work is actually closed. You never let a ball drop.
Organized to the Core: Your own systems are tight. You don't just design trackers, you live by them. Multiple workstreams, competing deadlines, and external dependencies don't rattle you.
High Agency: You don't wait to be told. When something is off, you flag it. When something could be better, you improve it. You take ownership of outcomes, not just tasks.
Fast Learner, Not Fragile: You've navigated steep learning curves before: new industries, unfamiliar tools, responsibilities you weren't trained for. You ask sharp questions, absorb feedback without defensiveness, and get noticeably better week over week.
Tech-Native: You default to modern tools and automation (Notion, Linear, Claude, Airtable) to streamline workflows and reduce repetitive work. You're not a developer, but you think in systems.

Qualifications

2-5 years in administration, operations, project coordination, executive support, or another detail-heavy role.
Genuinely hyper-organized. Not just "organized enough," but the person whose systems other people want to copy.
Strong written communication with minimal editing required.
Comfort managing external stakeholders (advisors, vendors, portfolio company contacts) and holding timelines.
Comfort working in a small firm where role boundaries are pragmatic, not rigid.
Tech-savvy: fluent with modern productivity tools and always looking for a better way to do things.
Private equity or finance experience is not required. Curiosity and learning speed matter more.

Careers

Business Administration Coordinator

Business Administration Coordinator