Executive Assistant Needed to support Senior Executive Team- Chicago, IL (Near North Side)

Executive Assistant needed to support 3 Senior Executive team members at a private finance firm on Chicago’s near north side. EA is responsible for handling all business related administrative duties (and some various PA tasks). There is a second Assistant to support the EA in handling a team of ten in total.

EA duties include but are not limited to:

• Manage all day-day needs for various team members such as scheduling meetings, printing, binding (presentations and research), answering calls, etc. 

• Book complex domestic and international travel arrangements and deftly manage many changes at a moment’s notice 

• Prepare and process travel and expense reports 

• Monitor, organize and submit invoices / payables to accounting in a timely manner 

• Manage monthly payments that need to go out on a given schedule; make sure all 
paperwork for the payments is processed in time for them to be dispersed 

• Manage all internal conference calls including room selection, dial-in distribution and being 
available to be the host to start the calls 

• Plan all logistics for the annual team offsite including air travel, dining, lodging, and all other 
transportation 

• Site and conference room selection, video and audio needs, material distribution
• Working closely with various departments (and the other Assistants) to coordinate meetings (on and offsite) for the senior team members 

• Welcoming and looking after external visitors and clients 

• Draft, edit and correspond emails on behalf of senior team members to various outside 
contacts 
• Assistance with onboarding new employees 

• Fill in for the other Team Assistant, as needed (and vice versa) 


PA duties include but are not limited to:

• Book and manage all travel for various family members including air travel, transportation, hotels, dining, and other needs
• Keep file of all frequent flier numbers, known traveler id’s, travel reservations

• Manage the calendar for various family trips to make certain there is no interference with the business demand

Qualifications:

• Bachelor’s Degree required 

• Minimum 3-5 years’ of previous experience working as an Executive or Administrative Assistant
• Flexibility/availability post business hours, including nights and weekends to manage team calendar and travel needs 

• Experience working in a fast-paced environment with the ability to remain calm during hectic periods
• Extremely detail oriented with experience managing time-sensitive work
• Strong organizational, verbal and written communication and interpersonal skills 

• Ability to work independently with strong problem solving skills 

• Ability to anticipate needs and proactively take action to keep things moving 

• Highly motivated, trustworthy and committed to superior quality work 

• Confident and poised in interactions with individuals at all levels including executive 
management 

• Exercise of discretion regarding sensitive/confidential matters 

• Strong work ethic and ability to complete tasks and deliverables under tight deadlines while maintaining flexibility 


Minimum Technical Requirements: 


• Proficient in Microsoft Outlook, Word, Excel, PowerPoint