What are the responsibilities and job description for the Executive Personal Assistant position at Aster Talent?
Executive Personal Assistant
A prominent founder-led investment firm in the Chicago metro area is seeking a highly polished, proactive, and service-oriented Executive Personal Assistant to support its Founder/Principal. This is a fast-paced, high-expectation environment requiring someone who operates with urgency, discretion, strong judgment, and exceptional attention to detail. The ideal candidate is accustomed to supporting high-profile executives or founders, thrives in dynamic environments, and can anticipate needs before they arise.
This role is primarily focused on executive support with some personal support responsibilities and requires someone who is highly responsive, forward-thinking, and able to manage competing priorities seamlessly. The position is based in the North Shore of Chicago and requires an in-office presence 4–5 days per week, depending on the Principal’s schedule and location.
Responsibilities
* Manage an extremely active and fluid calendar, ensuring priorities are aligned and time is optimized
* Serve as a strategic gatekeeper and partner to the Principal, helping manage workflow, communications, and follow-through
* Monitor and manage inbox communications, flagging priorities, drafting correspondence, and ensuring timely responses
* Coordinate meetings, lunches, events, and relationship management efforts across business, investment, philanthropic, and personal networks
* Proactively assist with outreach, networking coordination, introductions, and follow-up related to ongoing business initiatives and projects
* Support marketing- and communications-related initiatives, including coordination tied to publications, media, speaking engagements, and thought leadership efforts
* Coordinate domestic travel logistics and itineraries as needed
* Provide occasional personal support, including scheduling, reservations, errands, and ad hoc requests
* Assist with office coordination responsibilities, including vendor management, stocking supplies, and ensuring the office environment runs smoothly
* Coordinate and execute small-scale events, dinners, networking gatherings, and office-hosted functions
* Track action items and ensure no details or deliverables fall through the cracks
* Maintain strict confidentiality and professionalism in all interactions
Qualifications
* 7 years of relevant experience, including years spent supporting a CEO, founder, UHNW principal, senior executive, or investment professional in a fast-paced environment
* Experience within investment firms, family offices, professional services, or founder-led organizations strongly preferred
* Highly proactive mindset with the ability to anticipate needs and think several steps ahead
* Exceptional organizational skills and follow-through
* Strong written and verbal communication skills with the ability to draft polished correspondence
* Ability to operate with urgency while maintaining accuracy and composure under pressure
* High emotional intelligence, sound judgment, and strong interpersonal skills
* Comfortable managing shifting priorities and after-hours requests when needed
* Resourceful, solutions-oriented, and capable of operating independently
* Polished professional presence with a high level of discretion and confidentiality
Additional Details
* Chicago metro area (North Shore)
* In-office 4–5 days per week
* Limited travel required
* Competitive compensation package, including bonus and strong benefits
* Opportunity to support a highly successful and intellectually driven founder in a dynamic, entrepreneurial environment