Executive Assistant

About the Role

We are seeking an Executive Assistant for a well-regarded investment management firm in Chicago, IL. This role involves managing daily operations and offering comprehensive support to senior executives. The position combines onsite and remote work, with four days onsite and one day remote weekly.

Key Duties

• Manage complex calendars using Microsoft Outlook, scheduling meetings while resolving conflicts and coordinating across different time zones.
• Organize and coordinate internal and external meetings, including booking conference rooms, catering, and AV setup.
• Handle all aspects of domestic and international travel arrangements, accommodating any last-minute changes efficiently.
• Prepare and distribute meeting materials such as reports, presentations, and company information.
• Manage correspondence both within and outside the organization.
• Plan and coordinate meetings and events from start to finish.
• Prepare and submit accurate expense reports in alignment with company policies, resolving discrepancies when necessary.
• Oversee daily operational tasks including vendor management and maintaining a professional work environment.
• Assist with onboarding logistics for new hires.
• Maintain strict confidentiality with sensitive information.
• Undertake additional tasks as assigned.

Qualifications and Experience

• Bachelor's degree is mandatory.
• 2 to 5 years of experience in executive assistance, administrative support, or office management, preferably within investment management, financial services, or a professional services context.
• Proficient with Microsoft Office Suite including Word, PowerPoint, Outlook, Teams, Excel, and OneNote.
• Strong ability to manage multiple stakeholders discreetly and professionally.
• Excellent organizational skills with the ability to prioritize complex tasks and meet deadlines.
• Attention to detail and accuracy in managing calendars, travel, expenses, and meetings.
• Effective written and oral communication capabilities, capable of drafting and reviewing professional documents.
• Proactive approach with the ability to anticipate executives' needs and take initiative with minimal supervision.
• Sound judgment and tact in handling sensitive situations.
• Collaborative attitude and adaptability to dynamic work requirements.

Compensation and Additional Information

The annual base salary ranges from $85,000 to $95,000, dependent on experience, with excellent benefits. The employer is known for a strong culture, superior employee retention, considerable advancement opportunities, and competitive benefits.