Executive Assistant

We are seeking a highly capable Executive Assistant to provide strategic administrative support to the CIO Office and key members of the Alternative Investments Department for a highly reputable financial services firm. You will play a pivotal role in keeping daily operations running smoothly, managing intricate calendars, coordinating business travel, preparing meetings, processing expense reports, and supporting additional projects. You will serve as a professional and efficient interface between the CIO and internal and external stakeholders, helping to enhance communication, collaboration, and overall team effectiveness. This is an exciting opportunity to contribute meaningfully to both the success of the office and the broader mission of the firm.

Responsibilities

• Provide comprehensive high-level administrative support, including strategic calendar management for both business and personal matters, with timely updates and documentation as requested.
• Proactively manage the C-level Executives calendar, scheduling and prioritizing appointments while coordinating internal and external meetings across global time zones.
• Ensure meeting effectiveness by preparing agendas and documents 24 hours in advance, coordinating in-office logistics, and managing post-meeting follow-ups.
• Support the Alternative Investments Department with diligence and accuracy, serving as a gatekeeper and professional representative, balancing multiple requests while maintaining strong relationships.
• Arrange complex domestic and international travel, including flights, accommodations, ground transportation, visas, and detailed itineraries that optimize efficiency and align with traveler preferences.
• Monitor deadlines and follow up on action items proactively, ensuring tasks are completed accurately and on time.
• Prepare for client-based trips and visits, coordinating logistics and providing on-site support as needed throughout the year.
• Assist the C-level Executives office with ad-hoc projects and special requests, demonstrating flexibility and initiative.
• Collaborate closely with the Administrative Team, supporting team objectives and fostering seamless operations.

Ideal Experience

• Bachelors Degree required with a minimum of 5+ years experience as an Executive Assistant supporting
• C-level or executive leadership.
• Ability to coordinate effectively with in-person and remote executives and team members.
• Exceptional organizational skills with the ability to multitask and prioritize in a high-energy culture.
• Proactive mindset and the ability to act with a sense of urgency, anticipating needs and taking proactive measures to support executives.
• Strong calendar management skills, adept at optimizing schedules and creating more bandwidth.
• Excellent written and verbal communication skills, with the ability to interact professionally and confidently with stakeholders at all levels.
• Ability to maintain composure and work effectively under pressure, handling high-stakes situations with professionalism.
• Practices discretion and confidentiality when handling sensitive information.
• Flexibility and adaptability to changing priorities and demands, readily adjusting schedules and tasks as needed.
• Flexibility with time, able to arrive early or stay late and be responsive after hours and on weekends as needed.
• Proficiency with computer skills, including Microsoft Office Suite, Concur or expense related platforms.

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.