Executive Assistant

As the Executive Assistant supporting three executive investment professionals at a dynamic Chicago-based firm, you will be at the heart of an outstanding corporate culture that values collaboration, innovation, and excellence. This role offers a variety of responsibilities, ensuring that each day brings new challenges and opportunities for growth. You will be privy to sensitive information, making confidentiality and discretion paramount. Your ability to manage diverse tasks and support high-level executives is crucial to the firm's continued success and its reputation for unparalleled client service.

Responsibilities

• Manage and coordinate meetings, events, and travel for executives.
• Manage complex calendars, including making appointments and prioritizing the most sensitive matters.
• Organizes meetings, including scheduling, sending reminders, and organizing catering when necessary.
• Ensures team members are prepared with all materials and information for meetings, events, and travel by compiling reports and presentations.
• Assists in the management of communications received by members of the team.
• Communicate and work effectively with internal/external stakeholders and across all levels of the organization.
• Assists in drafting and posting articles to the internal SharePoint site.
• Maintains comprehensive and accurate records.
• Anticipate needs and solve problems independently.
• Approaches others professionally and tactfully; reacts well under pressure; treats others with respect and consideration regardless of their status or position; inspires the trust of others; accepts responsibility for own actions; follows through on commitments; upholds organizational values.
• Create reports, write, edit, and proofread business correspondence.
• Maintain and update data and contact information.
• Additional administrative tasks include expense reports, mail distribution, lunch meetings, and document approval.
• Answer phones and provide backup to other assistants as needed.
• Organize and prioritize workload and work in a fast-paced environment.

Ideal Experience

• Bachelor's degree, or equivalent combination of education and experience.
• 5+ years of experience as an Executive Assistant with exposure to supporting multiple executives.
• Legal experience a plus, will assist with documents, billing, and coordinating with external counsel.
• Team player with the ability to perform multiple tasks simultaneously.
• Excellent verbal and written communication skills.
• Excellent attention to detail, organization, and time management skills, with the ability to prioritize tasks effectively and manage competing deadlines
• A positive attitude and the ability to perform a variety of responsibilities to meet the daily demands of the business.
• Experience booking travel and working in multiple time zones.
• Proficient in Microsoft Office suite, including heavy Outlook, Teams, Word, Excel, and PowerPoint.
• Experience with Concur for expense reporting is a plus. SharePoint experience is preferred.
• Demonstrated ability to learn other systems or applications necessary to perform the job function.

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The Larko Group is a women-owned, premier staffing and recruiting firm based in Chicago with a nationwide reach. We specialize in Direct Hire, Temp-to-Hire, and Temporary/Project placements across a wide range of roles, including Executive Assistants, Administrative Assistants, Personal Assistants, Chief of Staff, Office Managers, Receptionists, General Office, Event Support, Project Management, and Customer Service.