Director of Administration with Chimney Pond Capital
New York City, NY (Hybrid)
Executive Office /
Full-time /
Hybrid
POSITION OVERVIEW
Title: Director of Administration
Company: Chimney Pond Capital
Headquarters Location: New York (Hybrid)
Reports to: CEO
ABOUT CHIMNEY POND CAPITAL
Chimney Pond Capital is a privately held investment firm focused on long-term, value-oriented opportunities across real estate, private equity, and venture capital. With a flexible, entrepreneurial approach, the firm partners with founders, operators, and strategic stakeholders to build enduring businesses and assets. Chimney Pond Capital brings a hands-on philosophy to its investments, often engaging directly in operations, relationship management, and growth strategy. Headquartered in New York with a national network, the firm combines institutional discipline with the agility of a family office to create meaningful, lasting impact.
POSITION SUMMARY
We are seeking a highly capable and strategically minded Director of Administration to support a driven and entrepreneurial principal whose work and life move at a rapid pace. This role goes beyond traditional administrative support; it’s designed for someone who can bring structure, consistency, and follow-through in an environment where priorities shift frequently, and time is often in short supply.
The ideal candidate is exceptionally organized, naturally proactive, and thrives in environments where ambiguity can be the norm. They are quick to identify what needs to be done, confident initiating action, and skilled at creating systems that align with the principal’s unique working style. You’ll serve as a true right hand; anticipating needs, keeping operations moving behind the scenes, and ensuring the details don’t get lost in the pace of day-to-day demands.
This role requires sound judgment, persistence, and adaptability. Success will come from knowing what matters most in the moment; and having the focus and follow-through to move things forward, even in the absence of constant direction.
PRIMARY RESPONSBILITIES
The Director of Administration’s responsibilities will encompass four primary areas:
Strategic Executive Support
- Manage a dynamic calendar, ensuring the principal’s time is protected and aligned with top priorities.
- Oversee and manage the principal’s inbox: Filtering, flagging, and tracking key messages and action items; respond on the principal’s behalf when needed.
- Track commitments and deadlines to help the principal maintain momentum and follow through on high-priority tasks.
- Provide strategic support by helping the principal stay focused, recalibrate when needed, and prioritize time effectively.
- Structure the principal’s schedule to reduce context-switching, minimize friction, and support deep focus on high-impact work.
Client & Relationship Management
- Proactively support key relationships by tracking touchpoints, following up on meetings, and reinforcing strategic connections.
- Implement and maintain a CRM system (Juniper Square) to organize contacts, log communication history, and surface relationship milestones.
- Keep client data up to date and accurate, using it to inform timely and thoughtful engagement.
- Manage client gifting. Coordinating milestone cards, holiday gifts, and other personalized touches.
- Serve as a discreet and reliable point of contact between the principal and high-profile clients, partners, and stakeholders.
System & Operational Structure
- Build and maintain systems that bring structure, consistency, and visibility to the principal’s workflow and recurring tasks.
- Track progress across ongoing initiatives, ensuring the principal and collaborators follow through on commitments and deadlines.
- Coordinate with internal and external stakeholders to keep efforts aligned and moving forward, even when priorities shift.
- Create clarity and operational rhythm in the face of ambiguity by organizing information, surfacing what matters, and establishing simple, repeatable processes.
- Manage the investor relations function and software including overseeing all outbound and inbound communication with investors.
Personal & Family Support
- In addition to supporting the principal in select personal matters, a small portion of this role includes providing occasional support to members of the principal’s family, primarily based in Maine. This aspect of the role requires discretion, reliability, and a proactive approach to planning and logistics.
- Coordinate personal scheduling and family-related events, including vacations, celebrations, and seasonal gatherings.
- Plan and manage logistics for personal dinners, parties, or travel; liaising with family members, handling reservations and RSVPs, and ensuring smooth execution.
- Provide light tech support, such as assisting with apps or syncing digital calendars.
- Maintain alignment between the principal’s personal calendar and the family calendar to avoid conflicts and ensure visibility.
- Travel to Maine on a quarterly basis (or as needed) to support family logistics and provide on-the-ground coordination.
WHAT POSITIONS YOU FOR SUCCESS
-8+ years of experience supporting high net worth individuals, entrepreneurs, or senior executives
-Proactive, responsive, and skilled at anticipating needs
-Exceptionally organized with strong follow-through
-Clear, confident communicator; able to draft and correspond on behalf of the principal
-Comfortable making autonomous decisions while keeping leadership in the loop
-Discreet and trustworthy with sensitive information
-Tech-savvy; able to source and implement systems (e.g., CRMs, productivity tools)
-Professional and personable with clients, investors, and family members alike
-Flexible and solutions-oriented with a "no job too small" mindset
-Experienced in travel planning and coordinating small events or retreats
-Calm under pressure; grounded and steady in fast-paced environments
-Self-starter who thrives in ambiguity and startup-like settings
-Resilient and persistent in managing shifting priorities
-Brings thoughtful ideas forward, yet stays adaptable when plans change
Bonus Points if You Have:
-Experience with Juniper Square or similar real estate investment platforms
-Background in planning client-facing retreats or VIP experiences
-Background in Private Equity, Finance, or Venture Capital
SALARY
$125,000 - $150,000
