Executive Assistant to Chairman/CEO at Investment Firm

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 responsesManage relationships with key internal and external stakeholders Planning and executing internal and external meetings and eventsPrepare and edit correspondence, reports, and presentationsMaintain well-organized filing systems for professional records and correspondenceHandle confidential and sensitive information with discretionScreen incoming phone calls delivering detailed, timely messages to the appropriate partiesProactively manage daily calendar, identifying and mitigation potential conflictsSchedule and prepare for meetings by organizing agendas, taking minutes, and following up on action itemsHelp plan and coordinate business events and functionsSchedule internal and external meetingsCoordinate complex travel arrangements including flights, cars, hotels, and other reservations and manage private aviation to identify and mitigate potential travel disruptions whenever possibleProcess expense reports Support simple budget tracking related to office operations and business projectsEvaluate monthly spend within areas of responsibility, making recommendations for cost and time efficienciesAssist with personal scheduling, such as coordinating appointments or family-related engagements.Ad hoc projects as neededLimited off-hour availability via textAbout You:Minimum of 10 years of experience in a related support positionBA/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 demeanorProactive go-getter; no task is too big or too smallOutstanding communication skillsSalary, Bonus, Benefits (medical, dental, vision)-basic plan paid 87% by the firm, Paid Vacation, 401k, Commuter benefitsHours: 9-5

Created: 2025-01-15