Executive Assistant – Investment Management – Chicago, IL
We are seeking candidates for an Executive Assistant position with a highly successful investment management firm located in Chicago, IL. The Executive Assistant will support various senior-level leadership positions and will be responsible for managing complex calendar management, coordinating internal and external meetings, and arranging travel logistics both domestically and internationally. The ideal candidate will have 3-5 years of executive or administrative support experience within professional services.
This is a permanent position that will pay a base salary of $85,000 – $95,000 (depending on experience). This position offers a hybrid work model, onsite 4 days per week in their Chicago office.
Responsibilities
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Manage complex calendars in Outlook for investment managers, ensuring efficient scheduling and prioritization.
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Coordinate meetings between portfolio managers and institutional clients for portfolio reviews, investment updates, and new business discussions.
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Manage meeting logistics, including scheduling, conference room reservations, visitor registration, and catering arrangements.
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Maintain accurate client contact information and meeting activity within Salesforce.
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Assist with the preparation and distribution of monthly and quarterly client reporting materials.
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Prepare meeting materials and distribute agendas, presentations, and supporting documentation.
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Coordinate domestic travel arrangements, including flights, hotels, and ground transportation, through the firm’s travel agency.
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Process expense reports and reimbursements using Workday.
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Provide diligent email management and administrative support to ensure timely follow-up and communication.
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Support department initiatives, team projects, and ad hoc administrative responsibilities within the Chicago office.
Qualifications
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Bachelor’s degree in a related field required.
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3-5 years of executive or administrative support experience, preferably within professional services, investment management, financial services, or another fast-paced corporate environment.
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Proven experience supporting multiple executives or stakeholders with competing priorities and complex scheduling demands.
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Advanced proficiency in Microsoft Office (Outlook, Teams, Word, Excel, PowerPoint, OneNote) with an interest in utilizing AI tools to enhance productivity.
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Exceptional organizational skills and attention to detail
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Self-motivated with the ability to prioritize, work independently, and appropriately escalate issues when needed.
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Strong interpersonal and communication skills
If you are interested in learning more about this opportunity, please email your resume to Olivia at [email protected].
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