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Our client, a highly reputable investment firm, with a new and growing Chicago office, is seeking a highly organized, professional, and personable Executive Assistant to support a team of investment professionals and keep daily operations running smoothly. This role plays a key part in ensuring smooth day-to-day operations, supporting with calendar management, travel planning, expense reporting, and overall office coordination. This role requires being onsite 5 days a week.
Responsibilities:
- Manage complex calendars, meetings, and travel logistics (domestic/international)
- Prepare meeting materials and coordinate conference room scheduling, catering, and A/V
- Submit accurate, timely expense reports and track receipts
- Serve as a reliable point of contact for internal and external communication
- Maintain organized records, manage incoming mail, and handle confidential documents
- Support ad hoc administrative projects and foster strong relationships with key stakeholders
- Office & Workplace Operations: Maintain a clean, organized, and welcoming office; manage supplies, vendors, mail, hospitality for guests, and light event planning. Troubleshoot office equipment and ensure smooth day-to-day operations.
What We’re Looking For
- 5+ years of experience in executive-level support within a financial services environment required
- High level of professionalism, discretion, and attention to detail
- Excellent communication and interpersonal skills; naturally service-oriented
- Strong organizational skills and ability to manage multiple priorities with flexibility
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
This firm offers a full benefits package including healthcare dental, vision, retirement, flexible PTO and more.
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