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Executive Assistant to the Managing Director and Principal

Executive Assistant to the Managing Director and Principal

Executive Assistant

A private Equity firm in Chicago is seeking an Executive Assistant to support a Managing Director and Principal.

If you are proactive, self-directed and a forward-thinking communicator, this is a tremendous opportunity to gain exposure to two dynamic leaders.  This is a team that appreciates and Executive Assistant who thrives on keeping their priorities moving forward is a team player, and is highly organized.

 

Responsibilities

  • Understanding the unique requirements of each individual professional and prioritizing schedules/tasks based on team input and good personal judgment
  • Answers and directs all phone calls for professionals
  • Manages professionals’ calendars, scheduling, group appointments, and shared documents, including high priority and confidential items
  • Arranges frequent domestic and occasional international, multi-city travel for professionals, including flights, hotels, ground transportation, and off-site events
  • Troubleshoots travel delays/cancellations, office equipment malfunctions & miscellaneous conflicts on an emergent basis to a quick resolution
  • Executes basic office management (including stocking the kitchen, maintaining a list of necessary groceries, setting up/breaking down conference rooms for meetings, coordinating catering for meetings, etc)
  • Maintains and updates Salesforce records for all ongoing team deals, keeping records current via team input, and updating the Deal Pipeline Report before all Monday morning meetings
  • Assists with the editing and negotiation of legal documents to company standard as requested
  • Serves as point of the first contact for meetings and hospitality, making sure all guests meeting with the team are comfortable and welcomed
  • Occasionally handles relevant personal tasks/requests (mail, faxes, small errands) for professionals as requested
  • Covers reception desk as needed during receptionist’s breaks and vacation
  • Keeps track of all active office magazine and online publication subscriptions, maintaining records of cost, renewal dates, and login credentials where applicable, as well as handling renewals
  • Tracks all expenses for relevant team members, keeping cogent and appropriately-tagged records of corporate spending and processing expense reports

Requirements

  • Experience working in a team environment
  • Proven work experience as an Executive Assistant
  • Knowledge of office procedures
  • Solid experience with office management systems, MS Office, office equipment
  • Familiarity with online calendars
  • Strong communication and interpersonal skills (via phone, email, and in-person)
  • Experience exercising discretion and confidentiality with sensitive company information
  • Excellent organizational skills with an ability to think proactively and prioritize work
  • College degree preferred, Notary Public a plus

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