Executive Assistant

Overview

We are partnering with our client, a leading financial services firm in Chicago, in their search for an experienced Executive Assistant to support senior leadership. This role provides high-level executive support with a focus on calendar management, travel coordination, and day-to-day administrative execution in a fast-paced, professional environment.

The ideal candidate is highly organized, proactive, and confident supporting senior stakeholders. This individual will anticipate needs, manage competing priorities, and serve as a trusted partner to executives while ensuring seamless day-to-day operations.

Key Responsibilities

Executive Support

• Manage complex calendars for senior executives, including scheduling internal meetings, investor interactions, and external engagements
• Coordinate detailed domestic and international travel arrangements, including itineraries and real-time changes
• Prepare and reconcile expense reports in accordance with firm policies
• Draft and prepare meeting materials, presentations, and briefing documents for internal and external meetings
• Act as a key point of contact between executives and internal teams, investors, portfolio companies, and external partners

Operational Coordination

• Coordinate meetings, conference calls, and cross-functional scheduling across multiple stakeholders and time zones
• Maintain organized records, documents, and tracking systems to support executive and firm-level activities
• Assist with CRM updates and internal systems supporting investor and firm operations
• Support preparation and follow-up for key meetings and presentations

Firm Support

• Assist with planning and coordination of firm-wide meetings, events, and off-site sessions as needed
• Support onboarding and integration of new team members in partnership with internal stakeholders
• Contribute to improving administrative processes and overall team efficiency

Qualifications

• 5 years of experience as an Executive Assistant supporting senior leadership in a fast-paced professional environment
• Bachelor’s degree required
• Experience in financial services, investment management, private equity, or similar strongly preferred
• Proven expertise in calendar management, travel coordination, and executive-level support
• Strong organizational skills with the ability to manage multiple priorities simultaneously
• Excellent written and verbal communication skills
• High level of professionalism, discretion, and attention to detail
• Proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word); familiarity with CRM or expense systems a plus

What They’re Looking For

• Proactive, solutions-oriented mindset with strong ownership and follow-through
• Ability to anticipate executive needs and operate with a high degree of independence
• Calm, reliable presence in a fast-paced and evolving environment
• Polished communicator with strong interpersonal skills across all levels of the organization
• Team-oriented professional who takes pride in supporting senior leadership effectively

The Equus Group is an Equal Opportunity Employer and takes pride in maintaining a diverse environment. We do not discriminate in recruitment, hiring, training, promotion, or any other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, marital or veteran status, disability, or any other legally protected status.