Executive Assistant

Investment Management; Chicago

Job Responsibilities

  • Will provide coverage for Senior Managing Director, and two Managing Directors
  • Provide daily administrative support including phone coverage, calendar management, scanning and printing, and handling of various internal and external scheduling
  • Client meeting scheduling, calendar management and keeping bankers on track of daily schedules
  • Assist with updating contacts’ vcards, while also adding EA contact information
  • Heavy travel management including Airfare, Hotel and Car Transportation
  • Conference call management (i.e. opening calls)
  • Heavy Expense reimbursement processing
  • Some personal work may be involved

Job Requirements

  • Extremely professional phone demeanor with exceptional written and verbal communication skills and ability to develop a strong working rapport with key client’s assistants
  • Detail and task orientated with strong organization, prioritization, tracking/scheduling skills
  • Proactive and articulate, takes initiative especially when scheduling meetings, travel and organizing and processing
  • Ability to handle and screen both internal and external calls
  • Mastery of Microsoft Outlook, Adobe PDF, Scanning and basic Word, Excel, and PowerPoint skills
  • Ability to schedule and plan complex domestic and international travel itineraries – coordinating with multiple internal and external assistants
  • Practical, common sense-based and logical mindset in problem-solving calendar conflicts and travel logistics
  • Requires cross-departmental team coordination for conference calls and meetings
  • Must be able to work under deadlines and adapt to a fast-paced environment
  • Must possess a team-focused attitude
  • Ability to maintain a high level of confidentiality and discretion
  • Provide back-up assistance and coverage to another executive assistant
  • Degree preferred

JO #115850

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