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Administrative Assistant, Northbrook, IL (Hybrid)

Administrative Assistant, Northbrook, IL (Hybrid)

Step into the world of a boutique financial services firm and embark on a journey where your role within the investment team is pivotal! Your mission is to orchestrate activities across diverse corporate functions. You’ll craft and execute vital internal processes, ensuring information is seamlessly organized, relationships are nurtured, and investment performance is closely monitored. This role demands exceptional organizational prowess, an unwavering eye for detail, and the utmost discretion in handling sensitive data. Are you ready to join the adventure?

Responsibilities

  • Coordinate activities across departments and ensure a fluid execution of multiple processes including agenda development and management for weekly team meetings and recording of minutes during those meetings.
  • Verify all internal requirements are satisfied in investment closing processes to ensure adherence to company best practices.
  • Improve and document investment processes and workflow status.
  • Organize file storage and investment reporting materials across existing investment portfolios.
  • Manage the CRM platform (DealCloud) including recording and updating the platform with investment activities.
  • Generating internal monthly, quarterly, and annual reports.
  • Execute queries within the platform for analysis and insights.
  • Administrative support functions, anticipate meeting needs including reviewing and securing options for space, technology resources, food and beverage service, providing guest access to the building, and hosting arrivals.
  • Calendar management and travel arrangements for team-related meetings.
  • Provide operational support and special projects for the Vice President, Investments, and Managing Director.
  • Handle routine correspondence and communications on behalf of the executive office.
  • Act as a liaison between the investment team and other departments, ensuring effective communication and collaboration. Liaise with clients, portfolio companies, service providers, and other offices.
  • Act as backup support for any additional office needs for other Senior Leadership members.

Ideal Experience

  • A bachelor’s degree in a related field.
  • 1-4 years of experience as an administrative professional, with a preference for hedge fund, private equity, or wealth management industry.
  • Detail-oriented and comfortable working in a fast-paced, unstructured office environment.
  • Strong organizational and time-management skills.
  • Ability to handle multiple tasks while properly prioritizing urgent and high-impact work.
  • Initiate and proactively seek continual improvement on processes.
  • Proficiency in MS Office (Outlook, Word, PowerPoint, and Excel), Windows, Adobe Pro, and CRM Platforms.

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