Executive Personal Assistant

This is an exciting opportunity for an experienced Executive Assistant to provide high-level support to the Managing Partner of a respected financial services firm. The ideal candidate will be polished, highly organized, proactive, and comfortable operating in a fast-paced, high-touch environment where discretion, sound judgment, and the ability to anticipate needs are essential.

Responsibilities

• Efficiently manage calendars, schedule and coordinate meetings, appointments, and company events.
• Prioritize and communicate effectively to optimize the Managing Partner’s time.
• Arrange complex domestic and international travel itineraries, accommodations, and logistics for both business and personal trips.
• Ensure all travel arrangements align with the Managing Partner’s preferences and requirements.
• Anticipate travel-related needs and resolve any issues that may arise.
• Handle correspondence, emails, and phone calls with discretion, professionalism, and attention to detail.
• Draft and prepare various documents and reports as needed.
• Strong gatekeeping skills handled with the utmost professionalism. Manage all contacts.
• Assist in coordinating family events, celebrations, and special events.
• Maintain and organize important documents, files, and records related to both family and business matters.
• Handle unforeseen challenges with a proactive and solution-oriented approach.
• Manage and allocate the Managing Partner’s monthly expenses.
• Provide input and support as requested to facilitate decision-making processes.
• Undertake additional tasks or responsibilities as assigned, adapting to the evolving needs of the role.
• Manage incoming and outgoing communications, including emails, phone calls, and correspondence.
• Assist with personal matters and family management for the principals and adult children.
• Schedule medical appointments and personal appointments as needed.
• Monitor and manage task lists to ensure timely completion of projects and assignments.
• Handle sensitive and confidential information with discretion and professionalism.
• Establish and maintain positive relationships with the family office, internal and external personnel.
• Manage personal appointments with complete confidentiality, ensuring all necessary documents and paperwork are in order and communicated in advance.

Ideal Experience

• Bachelor’s degree is preferred.
• 10 years of proven experience as a Personal Assistant, Executive Assistant, or in a related role.
• Previous experience in supporting high-level executives in financial services.
• Excellent communication and interpersonal abilities.
• Proven ability to handle confidential information with integrity and discretion, exercising sound judgment.
• Experience working under pressure and managing stressful situations as they arise.
• Willing to be available during evenings and weekends as needed.
• Proficient in Microsoft Office and other relevant software.
• Flexibility to adapt to changing priorities and work independently.
• Proactive approach to problem-solving and decision-making.
• Exceptional organizational and multitasking skills. Strong attention to detail and accuracy.

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Larko 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.