Admin Assistant/Executive Assistant

Executive Assistant

Provide high-level administrative and personal support to a team of 15-19 employees. Manage complex calendars across multiple time zones. Coordinate domestic and international travel arrangements (flights, visas, hotels, itineraries). Prepare meeting agendas, presentations, reports, and briefing documents. Act as a key point of contact between executives and internal/external. Communication & Coordination Handle professional correspondence (emails, calls, letters) Liaise with global teams, clients, and partners Coordinate meetings, video conferences, and events Screen calls and manage priorities efficiently Administrative & Operational Tasks Maintain accurate records, files, and confidential documents Process expenses and invoices as required Ensure compliance with company policies

The Successful Applicant

• 7-10+ years of experience as a Personal or Executive Assistant, supporting senior leadership or C-level executives
• Proven ability to manage complex, multi-time-zone calendars and prioritize competing demands effectively
• Strong background coordinating international travel, including flights, visas, and detailed itineraries
• Experience supporting large teams (15+ employees) in fast-paced, high-pressure environments
• Excellent communication skills; confident liaising with global stakeholders, clients, and executives
• Highly professional in handling confidential information with discretion and integrity
• Skilled in preparing presentations, reports, meeting agendas, and briefing materials
• Strong gatekeeping ability-able to screen calls, manage priorities, and protect executive time
• Detail-oriented with experience managing records, expenses, and administrative processes
• Thrives under pressure with the ability to multitask and adapt quickly
• Tech-savvy with proficiency in MS Office and communication tools
• Experience working in international or multicultural environments
• Familiar with visa processes and global travel logistics
• Flexible and responsive, comfortable supporting across global time zones
• Proactive, solutions-oriented, and highly reliable
• Strong organizational and time-management skills with exceptional attention to detail
• Professional, polished, and personable with strong interpersonal skills
• Cultural awareness and adaptability in a global setting
• French language skills a plus

What's on Offer

• Opportunity to join a prestigious, global financial services firm with strong international exposure
• Gain experience supporting a high-performing, multicultural team in a fast-paced environment
• Highly visible role with direct interaction with senior leadership and global stakeholders
• Dynamic, hands-on position offering variety across executive support, coordination, and operations
• Collaborative and professional office environment based in Chicago
• Exposure to international business operations and cross-border coordination