Executive Assistant Job at Mack & Associates, Ltd. in Chicago

A leading financial services firm in Chicago is seeking a highly skilled Executive Assistant to provide comprehensive support to the Chief Investment Officer (CIO) and a team of Managing Directors within the investment team. This role requires an exceptional professional who can effectively manage complex schedules, coordinate high-level meetings, and support strategic projects in a fast-paced environment. The ideal candidate will be polished, resourceful, and able to handle multiple priorities with the utmost discretion and precision. This role is essential in facilitating seamless operations and communication within the executive team. This role offers a competitive salary of $80k-100k commensurate with experience. This role is 5 days a week in office.

Key Responsibilities of the Executive Assistant:

• Coordinate and optimize calendars for the CIO and Managing Directors, scheduling critical meetings and engagements to enhance efficiency.
• Prepare materials, agendas, and presentations for executive meetings, overseeing all logistics and ensuring that action items are documented and followed up.
• Arrange and oversee all travel logistics, including accommodations, transportation, and detailed itineraries for both domestic and international trips.
• Act as a primary liaison for communications on behalf of the CIO and Managing Directors, handling all information with the highest level of discretion and professionalism.
• Provide project support by assisting with special assignments and research, often collaborating with cross-functional teams to drive strategic initiatives forward.
• Prepare, track, and submit accurate expense reports, invoices, and budget-related documentation on behalf of the executives.
• Plan and manage executive functions, such as investor meetings and team retreats, ensuring exceptional execution and attention to detail.
• Perform a variety of administrative duties to maintain a well-organized, professional office environment.

Qualifications of the Executive Assistant:

• 3-5 years of experience providing support to senior executives, ideally within the financial services sector or a similarly dynamic industry.
• Bachelor’s degree preferred.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with expense management software.
• Superior written and verbal communication skills, with an emphasis on clarity, professionalism, and accuracy.
• Strong multitasking and time-management abilities, with demonstrated capability to prioritize in high-demand environments.
• Proven ability to handle confidential information with discretion and sound judgment.
• Flexibility to work extended hours as required to meet the evolving needs of the executives and the organization.

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