We are seeking a seasoned and resourceful Executive Assistant to support a high-performing Investment and Finance team at a long-standing, respected Chicago-based firm. This role is integral to the team’s success and involves a broad range of responsibilities, including calendar and travel management, document preparation, meeting and event coordination, presentation support, and assistance with special projects. The ideal candidate is proactive, detail-oriented, and thrives in a fast-paced, collaborative environment. This is an exceptional opportunity to contribute to a firm with deep roots, a strong reputation, and a workplace culture that values professionalism, integrity, and team spirit.

Responsibilities

• Manage and coordinate logistics for meetings, events, and travel for the team.
• Manage calendars for the team, including making appointments and prioritizing the most sensitive matters.
• Organize meetings, including scheduling, sending reminders, and organizing catering when necessary.
• Ensure team members are prepared with all materials and information for meetings, events, and travel by compiling reports and/or presentations.
• Assist in the management of communications received by members of the team.
• Communicate and work effectively with internal/external stakeholders and across all levels of the organization.
• Assist in drafting and posting articles to the internal SharePoint site.
• Maintain comprehensive and accurate records.
• Anticipate needs and solve problems independently.
• Maintain a high level of support skills, including excellent communication and technology skills.
• Approaches others professionally and tactfully; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Inspires the trust of others; Accepts responsibility for own actions; Follows through on commitments; Upholds organizational values.
• Create reports, write, edit, and proofread business correspondence.
• Maintain and update data and contact information.
• Additional responsibilities include expense reports, mail distribution, lunch meetings, and document approval.
• Answer phones and provide back-up to other Assistants as needed.
• Organize and prioritize workload and work in a fast-paced environment.

Ideal Experience

• Bachelor’s degree, or equivalent combination of education and experience.
• 5+ years of experience working in an Assistant role preferred.
• Team player with the ability to perform multiple tasks simultaneously.
• Excellent verbal and written communication skills.
• Excellent attention to detail, organization, and time management skills with the ability to prioritize tasks effectively and manage competing deadlines.
• The willingness to perform a wide variety of tasks required to meet the daily demands of the business.
• Experience booking travel and working in multiple time zones.
• Proficient in Microsoft Office suite, including Outlook, Teams, Word, Excel, and PowerPoint.
• Experience with Concur for expense reporting is a plus.
• Demonstrated ability to learn other systems or applications necessary to perform the job function.

#117882

Up to $100,000 salary per year (based on experience)