PHONE: 312.857.2300

Executive Assistant

Executive Assistant

Loop; Private Equity

RESPONSIBILITIES

  • Calendar management and logistical coordination, working across multiple time zones on a global level
  • Answering phones and relaying messages, including any appropriate follow up
  • Managing correspondence (e-mails, letters, faxes, internal memos, etc.). Opening and distributing daily mail/faxes
  • Meeting preparations which include reserving and setting up meeting rooms (refreshments, ordering lunches, audio/visual requirements), meeting materials, etc.
  • Meeting and greeting clients and visitors, in accordance with expectations
  • Generating and/or proofreading correspondence/presentations from a “skeleton of information” to document build-outs, including proofreading memos/documents for spelling and grammar accuracy prior to their being sent out, formatting documents (create a letter, create/edit a pdf, section breaks and redlining in Word, PowerPoint edits, etc.)
  • Anticipating and gathering relevant meeting and conference materials (e.g., prior fund documents, side letters, attendee profiles, presentations, prior correspondence, directions, agendas, etc.)
  • Coordinating attendance, materials, and logistics associated with speaking engagements or internal firm-wide meetings
  • Assist with routine regulatory filings, managing deadlines, filing preparation, and record-keeping
  • Filing, both electronic and hard copy (setting up new file systems as applicable), scanning and photocopying
  • Coordinating meetings and travel with other assistants both internally and externally to ensure continuity in the planning
  • Arranging domestic and international travel, including hotel accommodations and car services, directions, restaurant reservations and preparing detailed itineraries to accompany the arrangement. Preparing travel and expense reports, including the reconciliation of reimbursements
  • Providing back-up as needed to other administrative professionals
  • Oversee aspects of fund administration, including managing the signature process for amendments and distributing and tracking documents for anti-money laundering and know your customer reviews
  • Tracking and processing legal invoices as well as preparing expense reports, including reconciliation of payments
  • Performing other ad-hoc projects as assigned

 

REQUIREMENTS

  • Service-oriented demeanor, strong organizational and multi-tasking skills
  • Business acumen and the ability to work in a team environment
  • Seeking candidates who view the Executive Assistant role as a long-term career path
  • Professional, service-oriented, upbeat but calm demeanor with strong interpersonal and communication skills
  • Desire to work in a shared work and team environment with other administrative professionals
  • Attention to detail, accurate, organized, proactive, and flexible; effective problem solver with a must for solid multitasking
  • Must have a respect for confidential information and a mature approach to all matters of discretion
  • Desire to learn the context of the assignments and develop industry knowledge through exposure in the workplace
  • Strong software application skills, including expertise in MS Word, Excel, and PowerPoint, along with database experience

JO#116207

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