Keep your deal pipeline & portfolio projects moving without doing it yourself

In venture capital, your CRM is only as useful as the discipline behind it — and that discipline rarely survives a busy deal season. Whether you're tracking 200 inbound opportunities in Affinity or coordinating post-investment workstreams across a dozen portfolio companies in Asana, the administrative overhead compounds fast. A Trusty Oak EA keeps your systems current so you're making decisions from clean data, not memory.

100+ tasks completed in this service category across our client base.

Fractional crm & project management support for venture capital firms

How Trusty Oak handles crm & project management for venture capital firms

A Trusty Oak EA assigned to a VC firm typically owns the day-to-day hygiene of your deal flow CRM — logging new introductions, updating stage progressions, tagging sectors and lead sources, and flagging stale opportunities that need a follow-up. On the project management side, they coordinate recurring portfolio reviews, track action items from partner meetings, and maintain shared workspaces in tools like Notion, Asana, or ClickUp so nothing falls through the cracks between your team and founders. Your role is to make the judgment calls — whether to advance a deal, what to prioritize in a board prep — while the EA makes sure the system reflects those decisions accurately and the right people have what they need before each meeting. They work within your existing tools and permissions, so there's no forced migration or new software to learn.

What your EA takes off your plate

Before your first week with a Trusty Oak EA, export a sample of your current CRM records and walk through how you define each pipeline stage — don't assume the labels are self-explanatory. The most common mistake VC clients make is handing over CRM access without a short written guide on deal categorization logic, which leads to inconsistent tagging that undermines the reporting you're trying to clean up in the first place.

1

Deal Flow CRM Data Entry and Stage Updates

Log new inbound deals, update pipeline stages in Affinity or Salesforce, and tag records with sector, geography, and lead source after each partner review.

2

Portfolio Company Project Tracking

Maintain active project boards in Asana or Notion for post-investment workstreams, including milestone tracking, owner assignments, and status updates ahead of board meetings.

3

Meeting Prep and Follow-Up Coordination

Pull CRM data to build pre-meeting briefs for founder calls or LP updates, then capture and assign action items in your project management tool immediately after.

4

Pipeline Reporting and Funnel Summaries

Generate weekly or monthly deal flow summaries from your CRM — showing volume by stage, source, and sector — formatted for internal partner review or LP reporting.

5

Relationship and Outreach Log Maintenance

Track warm introductions, co-investor touchpoints, and advisor relationships in your CRM to ensure no high-value contact goes unlogged or uncontacted past your defined cadence.

Tools our team works with

We adapt to your existing stack — no forced migrations.

Salesforce
Monday.com
Asana
Notion
HubSpot
ClickUp

...and many more!

Trusted by venture capital firms

Trusty Oak supports venture capital firms including Capstar Ventures, Elsewhere Partners — handling everything from crm & project management to broader operational support.

What crm & project management support costs for venture capital firms

Drag the sliders to build a monthly plan that fits your workload.

Executive Assistants
~$35/hour
15 hours $525
Specialists
~$50/hour
10 hours $500
Fractional Executives
~$95/hour
5 hours $475
Your monthly budget
$1,500

Starting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.

Book a Discovery Call

Frequently Asked Questions

Yes — Trusty Oak EAs have worked in Affinity and are familiar with its relationship-mapping logic, list management, and field customization. If your EA hasn't used Affinity specifically, they'll complete a structured onboarding on your instance before logging hours against your budget.
All Trusty Oak talent operates under confidentiality agreements, and access is scoped to only the tools and records you explicitly share. Most VC clients grant role-based permissions within their CRM rather than admin access, which is a straightforward setup your Client Success Manager can help you configure during onboarding.
A Specialist or Fractional Executive through Trusty Oak can assess your current workflow and recommend a structure in Notion, Asana, or ClickUp before standing it up — that's a scoped project, not ongoing admin work. Once the system is built, an Executive Assistant can maintain it at the $35/hr rate going forward.

Let's clean up your deal pipeline

Start with a $1,000/month talent budget and a Strategic Delegation Plan built around your firm's CRM and project management gaps. One-time $300 onboarding fee, unused hours roll over.