Accurate portfolio & deal data, maintained by a dedicated EA
In venture capital, bad data costs deals — a stale cap table, an out-of-date CRM entry, or a misfiled term sheet can create real problems at the worst moments. Trusty Oak provides US-based EAs who understand the data structures VC firms rely on, from deal pipeline tracking in Affinity or Salesforce to portfolio company records in Airtable or Excel. The work gets done consistently, so your team is always working from clean, current information.
How Trusty Oak handles data entry & management for venture capital firms
A Trusty Oak EA assigned to a VC client typically handles the ongoing data maintenance work that falls through the cracks when partners and analysts are focused on sourcing and diligence. That means logging new deal contacts and company profiles into your CRM after intro calls, updating portfolio company financials and KPIs as quarterly reports come in, maintaining cap table records when new rounds close, and keeping fund-level tracking spreadsheets current. Most clients share access to tools like Affinity, Salesforce, Carta, Airtable, or a custom Excel model, and the EA works directly inside those systems rather than creating parallel workflows. Your role is to flag what's changed or what needs updating — the EA handles the actual entry, cross-referencing, and formatting so the data is consistent and reliable.
What your EA takes off your plate
Before handing off data entry work, spend 30 minutes documenting your naming conventions, field definitions, and any rules you follow for categorizing deals or portfolio companies — the common mistake is assuming a smart EA will infer your system's logic on their own. The more clearly you can explain what 'correct' looks like in your CRM or spreadsheet, the faster the EA gets up to speed and the less cleanup you'll need to do. A short Loom walkthrough of your data structure is often more useful than a written doc.
CRM Deal Pipeline Entry and Updates
Logging new prospects, updating deal stages, and recording meeting notes and contact details in Affinity, Salesforce, or your firm's CRM after each sourcing interaction.
Portfolio Company KPI Tracking
Entering quarterly metrics — revenue, headcount, burn rate, runway — from founder updates or board reports into your portfolio monitoring spreadsheet or platform.
Cap Table and Round Documentation
Recording new investment rounds, ownership percentages, and security types in Carta or Excel-based cap table models as term sheets close and documents are finalized.
Fund-Level Data Reconciliation
Cross-referencing LP reports, capital call records, and distribution data to ensure fund administration spreadsheets match what's been communicated to limited partners.
Inbound Deal Flow Logging
Reviewing inbound pitch decks and referrals, creating standardized company profiles, and entering them into your deal tracking system with consistent categorization by sector, stage, and source.
Tools our team works with
We adapt to your existing stack — no forced migrations.
Airtable 
Microsoft Excel 
Salesforce 
QuickBooks 
Google Sheets 
HubSpot Trusted by venture capital firms
Trusty Oak supports venture capital firms including Capstar Ventures, Elsewhere Partners — handling everything from data entry & management to broader operational support.
What data entry & management support costs for venture capital firms
Drag the sliders to build a monthly plan that fits your workload.
Executive Assistants
~$35/hourSpecialists
~$50/hourFractional Executives
~$95/hourStarting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.
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Keep your deal and portfolio data clean
Trusty Oak matches VC firms with experienced US-based EAs who can step into your existing tools and maintain the data your team depends on. Onboarding starts at $1,000/month with a one-time $300 setup fee.