Operations & Transaction Coordinator

This is a remote position.

Operating at the critical intersection of transaction coordination, corporate administration, and project management, this high-responsibility role anchors the operational flow of a boutique cross-border investment and company-building firm. Operating on a flexible full-time or part-time basis, the position acts as the primary execution engine driving capital market deals, multi-jurisdictional documentation pipelines, and external advisor networks.

The core mandate is conversion: transforming fragmented communication, scattered legal drafts, and complex diligence requests into meticulously indexed trackers, actionable summaries, and reliable operational follow-through. Interfacing directly with top-tier outside counsel, investment bankers, auditors, and regulatory compliance desks across the U.S., Asia, Europe, and Africa, the successful candidate ensures nothing slips through the cracks across highly sensitive, moving public-market transactions.

Key Responsibilities

• Transaction & Document Architecture: Maintain and audit closing checklists, transaction trackers, virtual data-room indexes, and redline status tables while chasing outstanding engagement letters, board materials, and corporate records intelligently.
  

• Capital Markets & Banking Coordination: Compile, assemble, and track complex brokerage deposit packages, account-opening files, and ongoing KYC refreshes, directly following up with transfer agents and banking compliance desks on share issuances, DRS/DWAC movements, and restricted-to-free transfers.
  

• Executive Operational Translation: Convert unorganized, rapid instructions from email, calls, and messaging applications into structured, weekly action summaries and prioritized task lists.
  

• Multi-Time-Zone Coordination: Manage executive calendars, schedule board alignments, and coordinate stakeholder communications seamlessly across international time zones.
  

• Corporate Communication & Records: Draft professional, high-level business emails, meeting agendas, comprehensive minutes, and executive summaries while maintaining version and identifier controls over corporate records.
  

• Information Security Governance: Enforce strict confidentiality standards, processing shareholder personal data, beneficial-ownership information, and sensitive deal terms exclusively within approved systems without storing unauthorized local copies.
  

Requirements

• Professional Track Record: 5+ years of dedicated experience within a transaction support, paralegal, law-firm support, corporate services, investment banking operations, or structured family-office/executive support environment.
  

• Stakeholder Fluency: Demonstrated history of working directly alongside lawyers, corporate finance teams, or C-suite executives.
  

• Elite Written English: Exceptional written capabilities characterized by the capacity to summarize highly complex financial or legal discussions into clear, bite-sized action items.
  

• Data Rigour: Meticulous attention to detail regarding specific entity names, numerical dates, document versions, and transactional deadlines.
  

• Ambiguity Tolerance: Proven capacity to work autonomously with minimal supervision, remaining highly organized amidst shifting corporate priorities and fluid deal flows.
  

Desirable Requirements

• Familiarity with U.S. public companies, SEC filings, reverse mergers, private placements, or general capital markets.
  

• Direct exposure to the biotechnology, life sciences, or artificial intelligence drug discovery sectors.
  

• Hands-on experience coordinating with Investor Relations (IR) firms, transfer agents, or corporate secretarial providers.
  

Required Software Skills

• Google Workspace (Advanced Google Drive file structures, Docs, Sheets, Gmail, Calendar)
  

• Microsoft Excel (Data tracking and matrix building)
  

• DocuSign (Nice to have)
  

• Notion & Airtable (Nice to have)
  

• Generative AI Tools (For document summarization and drafting - Nice to have)