PHONE: 312.857.2300

Administrative Assistant to Investment Team

Administrative Assistant to Investment Team

This is an excellent opportunity for an experienced administrative professional with a true ownership mindset, proactive service mentality and strong analytical skills to play a key role in this transformative office.

They are seeking someone who enjoys supporting and being part of a strong team. The role requires someone who is a master at juggling projects, is an effective communicator, a team player, and solutions-oriented.

Responsibilities

  • Coordinate and support the Principal leading Direct Investments and the Director of Fund Investments; support the President and Vice President of Operations as needed
  • Manage and maintain CRM database while also looking for ways to improve the process and user interface
  • Liaison between Chicago family office, the firm’s Private Equity LA office, and the firm’s Chicago FinTech portfolio company
  • Participate in Investment Committee and deal pipeline meetings, and distribute minutes and action items
  • Manage and maintain all incoming correspondence regarding current and prospective portfolio investments; track investment-level data and detail through a third-party database
  • Assist in the preparation of quarterly portfolio performance reports
  • Engage and keep the team up to date on the investment pipeline
  • Manage and maintain the firm’s investment documents; prepare and process all related documents
  • Legal entity management for over 150 entities including filing and tracking of annual reports, obtaining Certificates of Good Standing, other state filings as needed, maintaining registered agent services for all foreign entities
  • Prepare and draft form legal and investment documents and manage signature collection processes
  • Information and knowledge management; maintaining extensive and complex online and paper filing system hierarchy, document storage and compliance, SharePoint sites, company contacts
  • Oversee and manage administrative policies and procedures; work with VP of Operations to ensure enforcement
  • Support HR-related process management, including recruiting and onboarding processes
  • Support VP of Operations with insurance program administration, including policy document management and tracking
  • Provide administrative support to the firm’s philanthropic and giving programs
  • Coordinate travel for investment team; prepare detailed itineraries, prepare meeting packets for onsite investment meetings, and process expense reports
  • Work closely with the other members of the firm’s administrative team to support the day-to-day operations of the office
  • Other duties/projects as assigned
    Requirements
  • BA/BS degree required
  • Minimum of 5 years’ proven experience in a role supporting and working with high-level executives
  • Experience in legal, finance and/or investment environments strongly preferred
  • Highly intelligent with a demonstrated ability to work in a fast-paced, dynamic and demanding environment
  • Strong problem-solving skills and solution-focused perspective
  • Ability to multitask, keep up and get things done quickly
  • Outstanding communication and interpersonal skills; clear and concise verbal and written communication
  • Able to manage end-to-end projects on time and within budget
  • Demonstrated ability to work independently with minimal direction
  • Tech-savvy with a demonstrated ability to leverage technology, including Microsoft Office and advanced Excel, PowerPoint and Outlook skills
  • CRM experience and/or online database management strongly preferred
  • Familiarity with a variety of investments (i.e. hedge funds, private equity, direct deals) a plus
  • Self-motivated with an exceptional ownership mindset
  • Strong client service mentality with a sense of urgency
  • Proactive, anticipates and acts before the need arises
  • Open communicator and collaborative team player; holds self and others accountable for results
  • Flexible; willing to work outside traditional business hours, if needed
  • #116442
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