Executive Assistant
We are currently seeking candidates for an Executive Assistant opportunity at a highly successful investment management firm located in Chicago, IL. The Executive Assistant will manage daily operations and provide comprehensive support to senior leaders. Key responsibilities include complex calendar management (via Microsoft Outlook), travel coordination (domestic and international), internal/external correspondence, meeting preparation and coordination, vendor relations, and event planning. The ideal candidate will have 2-5 years of executive assistant, administrative assistant, and office management experience in investment management, financial services, or professional services.
Work Model: This role supports a hybrid work model consisting of four days on-site and one day remote per week.
Compensation: Base salary between $85,000-$95,000 (depending on experience) plus excellent benefits.
Additional Information: This position is with an organization with an excellent reputation, outstanding company culture, strong employee retention rates, highly competitive benefits, tremendous room for growth, and much more.
Responsibilities:
- Maintain and prioritize complex calendars in Microsoft Outlook, including scheduling meetings and engagements, resolving conflicts, coordinating across time zones, and proactively anticipating scheduling needs to optimize efficiency.
- Manage internal and external meeting coordination and logistics, including reserving conference rooms, coordinating attendee calendars, arranging catering, and ensuring AV setup and functionality.
- Oversee all aspects of domestic and international travel, including flights, ground transportation, accommodations, and itineraries; and manage last-minute changes to ensure seamless travel experiences.
- Provide meeting materials, presentations, reports, conference packets, company information, and supporting materials.
- Handle internal and external correspondence.
- Manage end-to-end meeting coordination and event planning.
- Track, prepare, and submit expense reports in a timely and accurate manner, ensuring compliance with company policies and reconciling discrepancies as needed.
- Oversee day-to-day operations, including vendor relationships, calendaring, travel coordination, reporting, and meeting preparation, while ensuring a professional and organized work environment.
- Coordinate and support onboarding logistics for new employees.
- Handle confidential information with discretion and professionalism.
- Perform additional responsibilities as needed.
Qualifications:
- Bachelor’s degree (required).
- 2-5 years of experience in an executive assistant, administrative assistant, and/or office management role, preferably in investment management, financial services, or a professional services environment.
- Proficiency in Microsoft Word, PowerPoint, Outlook, Teams, Excel, and OneNote.
- Proven ability to support multiple stakeholders with a high degree of professionalism, discretion, and confidentiality.
- Strong organizational and time management skills with the ability to manage competing priorities, complex scheduling needs, and meet deadlines in a dynamic environment.
- Exceptional attention to detail and a commitment to accuracy across calendar management, travel, expenses, and meeting logistics.
- Strong written and verbal communication skills, including the ability to draft and review professional correspondence, reports, and presentations.
- Ability to anticipate executive needs and act proactively with minimal direction.
- Sound judgment and problem-solving skills, with the ability to handle sensitive information and situations with tact and discretion.
- Collaborative team player with a positive, can-do attitude and the flexibility to adapt to evolving needs.
For immediate consideration, interested and qualified candidates should send their resume to Morgan at
[email protected].
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