Executive Assistant to Chairman/CEO - C-Suite Assistants

A successful investment firm is looking for an Executive Assistant to the Chairman/CEO. The role will be hybrid (in office plus remote) for six months out of the year when the CEO is in Miami. The current assistant has been in the role over 4 years. The office is on N. Wabash and there are 21 employees in the Chicago office and a total of 50 nationally.

About the Job:

¨Vet and prioritize the CEO’s emails and draft responses

¨Manage relationships with key internal and external stakeholders

¨Planning and executing internal and external meetings and events

¨Prepare and edit correspondence, reports, and presentations

¨Maintain well-organized filing systems for professional records and correspondence

¨Handle confidential and sensitive information with discretion

¨Screen incoming phone calls delivering detailed, timely messages to the appropriate parties

¨Proactively manage daily calendar, identifying and mitigation potential conflicts

¨Schedule and prepare for meetings by organizing agendas, taking minutes, and following up on action items

¨Help plan and coordinate business events and functions

¨Schedule internal and external meetings

¨Coordinate complex travel arrangements including flights, cars, hotels, and other reservations and manage private aviation to identify and mitigate potential travel disruptions whenever possible

¨Process expense reports

¨Support simple budget tracking related to office operations and business projects

¨Evaluate monthly spend within areas of responsibility, making recommendations for cost and time efficiencies

¨Assist with personal scheduling, such as coordinating appointments or family-related engagements.

¨Ad hoc projects as needed

¨Limited off-hour availability via text

About You:

¨Minimum of 10 years of experience in a related support position

¨BA/BS from a college or university

¨Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)

¨Dynamic and proactive comfortable in a fast-paced environment.

¨Polished, professional demeanor

¨Proactive go-getter; no task is too big or too small

¨Outstanding communication skills

Salary, Bonus, Benefits (medical, dental, vision)-basic plan paid 87% by the firm, Paid Vacation, 401k, Commuter benefits

Hours: 9-5