Executive Assistant Job at William Blair in Chicago

Solutions for Today’s Challenges. Vision for Tomorrow’s Opportunities. Join William Blair, the Premier Global Boutique. William Blair has delivered trusted advice for nearly nine decades, and we continue to deepen our expertise and relationships across regions, asset classes, and markets throughout North America, Europe, Asia, and Australia. We are committed to our people and culture, values, clients, and local communities. What sets us apart is that we are an independent partnership, with employees who have unique experiences, perspectives, and backgrounds. We provide advisory services, strategies, and solutions to meet clients’ evolving needs amid dynamic market conditions and varying industries. We strive to attract the most qualified, passionate candidates who specialize in investment banking, investment management, private wealth management, and a variety of other business functions. We work tirelessly to create an inclusive culture and take pride in fostering employees’ professional and personal growth. We empower our people to bring their best thinking each day so we can deliver the tailored, thoughtful work and problem-solving abilities that our clients expect. Equally, we are proud of our long-term partnerships with the communities in which we live and work, a legacy we inherited from our founder. We invite you to learn about how we are seeking excellence in everything we do and empowering our clients’ success with passion, creativity, and rigor. Job Description The Executive Assistant will provide direct administrative support to senior team members of the Legal & Compliance department. The role involves relieving supported individuals of administrative responsibilities to enhance productivity and efficiency. Represents the firm in a professional manner in all internal and external communications. Works under moderate supervision due to previous experience/breadth and depth of knowledge of administrative processes. May exercise discretion and judgment and is capable of compiling information requests and determining trends. Perform administrative and staff support duties for the organization. Responsibilities include but may not be limited to: Postage, printing and copying Handling and distributing physical mail and physical checks Booking conference rooms and meetings Set up for depositions and other external meetings Manage team events Assist with review and processing of invoices Track team travel, conferences, professional memberships and industry association committees Manage department meetings, including tracking agendas and collecting materials Assist with scheduling meetings with external or multiple participants Prepare and maintain department reports and presentations Maintenance and organization of corporate files Organization of electronic litigation and subpoena files Assist with keeping internal website up-to-date Additional responsibilities as requested Qualifications: High school education required; Bachelor’s degree a plus 5+ years of prior administrative experience necessary Experience supporting a legal department a plus, but not required Operates with a high sense of professionalism and discretion Ability to maintain confidentiality Possesses strong organizational and multi-tasking skills Exceptional attention to detail and accuracy Excellent communication and interpersonal skills, including enthusiasm for the role and team Commitment to supporting the team for success Familiarity with Microsoft Office, including comfort preparing PowerPoint presentations and tracking relevant department data in Excel Willing and able to learn new systems and tools (e.g. Legal Tracker, AppZen, SAP Concur) Ability to work in a fast-paced environment Coordinate as needed with other departments including the Mail Room, Travel, Finance, Hospitality, etc. to fulfill requests of the senior department member The role is based in Chicago. Work is regularly performed in a hybrid environment – with the expectation of being in the office at least 3 days a week, or more as needed. #J-18808-Ljbffr