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

An esteemed financial services firm located in the heart of Chicago is seeking an exceptionally organized, poised, and proactive Executive Assistant to support high-level leadership. This role is more than administrative; it’s an opportunity to be a trusted partner who anticipates needs, resolves challenges with finesse, and keeps complex schedules running seamlessly. The firm is looking for a confident individual who thrives in fast-paced environments, maintains an eagle eye for detail, and handles confidential matters with absolute discretion. In this role, you’ll be essential in guiding executive communications, managing mission-critical priorities, and supporting key initiatives that drive the company’s success. This position offers a competitive salary of $100-140k, commensurate with experience.

Key Responsibilities of the Executive Assistant:

• Skillfully coordinate and streamline complex calendars to maximize productivity, prioritizing meetings and engagements with strategic precision.
• Act as the central communication point between leadership and both internal and external stakeholders, managing email correspondence and drafting essential communications.
• Take ownership of organizing meetings, including agenda creation, materials preparation, and action item follow-ups to ensure seamless execution.
• Arrange all domestic and international travel, managing logistics for smooth transitions, tight schedules, and enhanced productivity on the go.
• Provide research, planning, and project support on high-impact initiatives, collaborating cross-functionally to drive results.
• Ensure timely and accurate processing of expense reports, invoices, and budget tracking.
• Coordinate executive events such as board meetings and retreats, ensuring flawless logistics and memorable experiences.
• Handle additional administrative tasks as needed, maintaining a refined and organized environment that reflects high standards.

Qualifications of the Executive Assistant:

• Minimum 5-7 years supporting C-suite executives, preferably in financial services or a similarly fast-paced, high-stakes industry.
• Bachelor’s degree preferred.
• Advanced knowledge of Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and familiarity with expense management software.
• Exceptional verbal and written communication skills, with the ability to convey complex information with clarity and professionalism.
• Demonstrated expertise in multitasking, time management, and prioritizing competing demands in a dynamic environment.
• Proven ability to handle confidential matters with the utmost professionalism and integrity.
• Willingness to accommodate extended hours as necessary to meet the needs of the organization.

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