Admin Assistant/Executive Assistant

We are seeking a highly organized, discreet, and proactive Personal Assistant to support the Chicago Branch within a fast-paced international firm. The ideal candidate will manage complex schedules, coordinate international communications, and handle confidential information with professionalism and accuracy across multiple time zones and cultures.

Client Details

Description

Executive Support:

Provide high-level administrative and personal support to a team of 15-19 employees.

Manage complex calendars across multiple time zones.

Coordinate domestic and international travel arrangements (flights, visas, hotels, itineraries).

Prepare meeting agendas, presentations, reports, and briefing documents.

Act as a key point of contact between executives and internal/external.

Communication & Coordination

Handle professional correspondence (emails, calls, letters)

Liaise with global teams, clients, and partners

Coordinate meetings, video conferences, and events

Screen calls and manage priorities efficiently

Administrative & Operational Tasks

Maintain accurate records, files, and confidential documents

Process expenses and invoices as required

Ensure compliance with company policies

Profile

• 7-10 years of experience as a Personal or Executive Assistant, supporting senior leadership or C-level executives
• Proven ability to manage complex, multi-time-zone calendars and prioritize competing demands effectively
• Strong background coordinating international travel, including flights, visas, and detailed itineraries
• Experience supporting large teams (15 employees) in fast-paced, high-pressure environments
• Excellent communication skills; confident liaising with global stakeholders, clients, and executives
• Highly professional in handling confidential information with discretion and integrity
• Skilled in preparing presentations, reports, meeting agendas, and briefing materials
• Strong gatekeeping ability-able to screen calls, manage priorities, and protect executive time
• Detail-oriented with experience managing records, expenses, and administrative processes
• Thrives under pressure with the ability to multitask and adapt quickly
• Tech-savvy with proficiency in MS Office and communication tools
• Experience working in international or multicultural environments
• Familiar with visa processes and global travel logistics
• Flexible and responsive, comfortable supporting across global time zones
• Proactive, solutions-oriented, and highly reliable
• Strong organizational and time-management skills with exceptional attention to detail
• Professional, polished, and personable with strong interpersonal skills
• Cultural awareness and adaptability in a global setting
• French language skills a plus

Job Offer

• Opportunity to join a prestigious, global financial services firm with strong international exposure
• Gain experience supporting a high-performing, multicultural team in a fast-paced environment
• Highly visible role with direct interaction with senior leadership and global stakeholders
• Dynamic, hands-on position offering variety across executive support, coordination, and operations
• Collaborative and professional office environment based in Chicago
• Exposure to international business operations and cross-border coordination

MPI does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, marital status, or based on an individual's status in any group or class protected by applicable federal, state or local law. MPI encourages applications from minorities, women, the disabled, protected veterans and all other qualified applicants.