Executive Assistant

Position: Executive Assistant

Location: Chicago

Salary: $70,000-$100,000

An investment banking firm is seeking a highly organized, detail-oriented, and proactive Executive Assistant to provide exceptional administrative support to senior executives. The successful candidate will be responsible for ensuring the smooth operation of daily activities by managing complex schedules, coordinating travel, handling confidential information, and supporting the overall business needs. This is a dynamic, fast-paced role that requires an individual who is adaptable, resourceful, and capable of anticipating needs while maintaining the highest level of professionalism and discretion.

Key Responsibilities:

• Prioritize and manage complex calendars, scheduling internal and external meetings, conference calls, and events with attention to detail and timing.
• Organize and arrange detailed domestic and international travel itineraries, including flights, accommodations, transportation, and other travel-related logistics, while adhering to company policies and budget guidelines.
• Prepare and proofread reports, presentations, meeting agendas, and other documents with accuracy. Ensure all materials are ready and presented in a professional format for meetings and client presentations.
• Oversee the vendor list and coordinate relationships with service providers, ensuring timely and accurate contract management, payments, and coordination. The Executive Assistant will track vendor performance, handle inquiries, and assist with resolving any issues that arise, ensuring continuity of services for the firm.
• Plan, coordinate, and execute internal and external events, such as conferences, client meetings, and company functions. Handle all logistics, vendor relations, invitations, and follow-ups to ensure events run smoothly.
• Maintain the highest standards of confidentiality and professionalism when handling sensitive information. The Executive Assistant will be trusted with highly confidential and proprietary information and must exercise discretion at all times.
• Oversee day-to-day office operations, including managing office supplies, organizing workflows, and ensuring that the workspace is properly maintained and efficient

Qualifications:

• A Bachelor's degree or equivalent experience is preferred.
• 5+ years of experience as an executive assistant or in a similar administrative support role, preferably within the financial services, investment banking, or corporate sector.
• Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook) and familiarity with business applications like CRM or expense management systems.
• Strong written and verbal communication skills, with an ability to communicate effectively with senior leadership, clients, and external stakeholders.
• Exceptional organizational skills and time management abilities, with the capacity to handle multiple projects simultaneously and meet tight deadlines.
• High attention to detail, with the ability to anticipate needs and problem-solve independently.
• Strong judgment and discretion, particularly when handling confidential and sensitive information.
• Ability to work under pressure, balancing multiple priorities and deadlines with ease.