We are looking for an Executive Assistant to provide administrative support for up to 3executives. This person will be responsible for providing a variety of administrative assistance in the form of, but not limited to, managing calendars, scheduling meetings, preparing travel itineraries, compiling and analyzing basic information for inclusion in reports or presentation materials, preparing charts, graphs, or tables as necessary, and monitoring email and incoming correspondence while facilitating communications to the staff (as directed) and gathering information as needed. This person will be expected to liaise with a variety of functions throughout the organization. This position is located out of our Chicago office with expectations of being in the office per our hybrid schedule (T-Th) or as needed for client and other business needs.

Must be fully vaccinated by date of hire. Proof of vaccination is required.

The individual will also be responsible for: 

• Providing administrative assistance, such as writing and editing emails, drafting memos and preparing communications on the executive's behalf.
• Calendar management including scheduling, rearranging and cancelling meetings.
• Organizing in person meetings, including scheduling, sending reminders and organizing catering when necessary
• Maintaining comprehensive and accurate records, documents and reports.
• Manage the preparation and submission of monthly expense reports 
• Answering incoming phone calls in a polite and professional manner and accurately taking messages
• Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department
• Managing the executive's day-to-day calendar, including making appointments and prioritizing the most sensitive matters
• Coordinating travel arrangements (both domestic and international) and create trip itineraries
• Using various software, including word processing, spreadsheets, and presentation software to prepare reports and/or special projects.

Experience and Qualifications

• Min 5 years of relevant administrative experience
• Track record of excellent written and verbal communication skills
• Organized & dependable person with keen attention to detail
• Self-starter who needs minimal supervision, exercises good judgement, basic reasoning skills and has ability to multi-task
• Great work ethic, willing to go the extra mile to get the job done even if it requires periodically coming in early or staying late to get the job done
• Proven ability to manage competing priorities with ease
• Prior history of working with private and sensitive information and maintaining full confidentiality 
• Experience in investments/asset management is a plus

Computer Skills Needed to Perform this Job 

• Proficient in Microsoft Office Suite (Word, PowerPoint, Outlook, Excel)

• Knowledge of VLOOKUP's, pivot tables, and basic macro VBAs in Excel is a plus

Competencies

Communicate Effectively - is able to clearly and succinctly communicate verbally and in writing in a variety of settings and styles; can get messages across that have the desired effect.

Customer Focus - is dedicated to meeting the expectations and requirements of internal and external customers; gets firsthand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.

Time Management - uses his/her time effectively and efficiently; values time; concentrates his/her efforts on the more important priorities; gets more done in less time than others; can attend to a broader range of activities.

Priority Setting - spends his/her time and the time of others on what's important; quickly zeros in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus.

Dealing with Ambiguity - can effectively cope with change; can shift gears comfortably; can decide and act without having the total picture; isn't upset when things are up in the air; doesn't have to finish things before moving on; can comfortably handle risk and uncertainty.

Action-Oriented - enjoys working hard; is action oriented and full of energy for the things that he/she sees as challenging; not fearful of acting with a minimum of planning; seizes more opportunities than others.