Job Description

Executive Assistant, Chicago, IL (Hybrid) Temporary

A leading global investment firm is seeking a polished, resourceful Executive Assistant to support a team of Portfolio Managers across multiple investment strategies. This fast-paced, high-impact role requires exceptional organizational skills, professionalism, and the ability to anticipate needs in a dynamic environment. The ideal candidate thrives in a collaborative setting, effortlessly managing complex schedules, confidential information, and competing priorities. If youre energized by being at the heart of the business and take pride in delivering seamless support with precision and discretion, this is an opportunity to make a meaningful impact in a top-tier investment firm.

This is a Temporary-to-Hire opportunity!

Responsibilities

• Draft and edit confidential correspondence, reports, and meeting materials; take and transcribe meeting minutes with accuracy and discretion.
• Maintain and update department databases, records, and publications, ensuring compliance with company standards.
• Serve as a professional liaison between executives, employees, clients, and visitors, handling communications and requests with sound judgment.
• Review and prioritize incoming correspondence, determine appropriate action, and lead follow-up to ensure timely resolution.
• Plan, coordinate, and support meetings, conferences, and quarterly Board sessions, including logistics, materials, and technology setup.
• Arrange domestic and international travel and process related expense reports.
• Assist with department financials, including budgets, accounts payable, and report generation.
• Collaborate closely with other administrative assistants to provide seamless team support and backup coverage.
• Perform additional administrative tasks and special projects to meet team and business needs.

Ideal Experience

• Bachelors degree required with 2+ years supporting a Managing Director or above.
• Strong PC skills (proficient knowledge of MS Outlook, Word, Excel, and PowerPoint).
• Effective interpersonal skills, including superior oral and written communication skills.
• Advanced ability to organize, prioritize, multitask, and juggle competing priorities.
• Demonstrates tact, discretion, and sound judgment in confidential matters.
• Proven experience interacting effectively with senior leadership.
• Thrives in dynamic environments, maintaining focus across varied tasks and responsibilities.
• Proactive self-starter who sets goals, manages time efficiently, and drives results.
• Skilled at orchestrating multiple priorities and using resources effectively.
• Team-oriented, dedicated to meeting group objectives and building trust across all levels.
• Adaptable and composed amid change and ambiguity; comfortable making decisions without all details.
• Relates well to individuals at all levels with diplomacy, tact, and professionalism.
• Quick learner who embraces new challenges and adjusts seamlessly to unfamiliar situations.

Up to $35 per hour (based on experience)

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