Administrative Assistant

Gresham Partners; Chicago (IL); On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Employer Paid Life Insurance

Employer Paid Short Term Disability

Optional Life Insurance

Long Term Disability

Spousal & Child Life Insurance

401(k) Employer Match

15 Vacation Days

5 Sick Days

1 Floating Holiday

Education Reimbursement Programs

Job summary

Gresham Partners, a Chicago-based wealth management firm, is seeking an Administrative Assistant to support Administrative and Client Service Teams. The role offers exposure to office operations, meeting materials, and client-facing activities that contribute to efficient service delivery.

Ideal candidates bring 1–3 years of administrative or customer service experience, a detail-oriented mindset, and strong communication skills.

Qualifications

• 1–3 years of administrative or customer service experience preferred.
• Experience in professional services is a plus; financial services experience is helpful but not required.
• Eager to learn new systems, processes, and administrative responsibilities.

Responsibilities

• Provide day-to-day administrative support across the Administrative and Client Service Teams.
• Assist with calendar scheduling, meeting coordination, and appointment changes as assigned.
• Assist with preparing client meeting materials, including agendas, meeting books, letters, memos, and presentations.

Skills

Attention to detail

Written communication

Verbal communication

Discretion and confidentiality

Team collaboration

Customer service

Learning new systems

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Outlook

Job description

Founded in 1997, Gresham Partners, LLC is a Chicago-based wealth management firm managing $13.8 billion in investments for a select group of ultra-high-net-worth families nationwide. The firm is distinguished by its independent thinking, investment strategy, and performance outcomes. The Administrative Assistant provides entry-level administrative support to the Administrative and Client Service Teams while developing the knowledge and skills necessary to grow within the organization. This role assists with a variety of administrative, office, and client service activities, providing flexible support wherever needed while helping ensure the office operates efficiently. The Administrative Assistant serves as a backup across the Administrative Team and works closely with experienced team members to learn firm processes and provide high-quality service to colleagues and clients.

Responsibilities:

Administrative and Team Support

• Provide day-to-day administrative support across the Administrative and Client Service Teams
• Learn and follow firm procedures while completing assignments under the guidance of experienced team members.
• Assist with calendar scheduling, meeting coordination, and appointment changes as assigned.
• Assist with preparing client meeting materials, including agendas, meeting books, letters, memos, and presentations.
• Format graphics, charts, slides, and other documents using established templates.
• Print, copy, collate, assemble, and bind meeting materials.
• Help prepare conference rooms with necessary supplies, materials, and technology.
• Assist with post‑meeting cleanup and follow‑up tasks.

Travel and Expense Support

• Assist with coordinating air, hotel, and ground transportation arrangements under the direction of the Administrative Team.
• Help prepare detailed itineraries and supporting travel documentation.
• Assist with preparing, reconciling, and tracking expense reports.
• Serve as backup to the Office Coordinator during absences, high-volume periods, and scheduled coverage.
• Welcome clients, visitors, and vendors and help create a professional first impression.
• Assist with reception coverage, incoming calls, mail, deliveries, and courier services.
• Help maintain conference rooms, kitchens, supply areas, and other shared office spaces.
• Monitor and replenish office and kitchen supplies.
• Assist with catering arrangements for meetings and firm events.
• Support new employee workstation setup and other onboarding logistics.
• Assist with vendor coordination and general office requests as assigned.

Project Support

• Provide administrative support for department and firmwide projects.
• Assist with data entry, document organization, file cleanup, and maintenance of shared resources.
• Support special projects and firm initiatives while learning to manage multiple assignments and deadlines.
• Learn new systems and processes and contribute ideas for improving administrative workflows.

Education, Experience and Skills:

• One to three years of administrative, office, or customer service experience preferred.
• Previous experience in a professional services environment is a plus; financial services experience is helpful but not required.
• Eager to learn new systems, processes, and administrative responsibilities.
• Demonstrates initiative while recognizing when to seek direction or assistance.
• Consistently demonstrates strong attention to detail, accuracy, and thoroughness.
• Strong grammar, editing, proofreading, and written communication skills.
• Clear and professional verbal communication skills and a commitment to understanding others.
• Proficiency in Microsoft Excel, Word, PowerPoint, and Outlook, with an interest in continuing to develop technical skills.
• Collaborative team member with a positive, service‑oriented approach.
• Ability to adapt to changing priorities, manage multiple assignments, and work efficiently against deadlines.
• Ability to maintain discretion and confidentiality.
• Ability to live and work in the U.S.; Gresham Partners is not able to sponsor visas for this position.
• Employer Paid Life Insurance
• Employer Paid Short Term Disability
• Optional Life Insurance, Long Term Disability, Spousal & Child Life Insurance
• 401(k) & Employer Match
• 15 Vacation Days, 5 Sick Days, 1 Floating Holiday
• Education Reimbursement Programs
• Salary Range: $60,000-$70,000

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the duties and responsibilities of this job.

Must be able to:

• Remain stationary for reasonable periods of time typing and/or reading at a computer
• Move around an office environment during a workday
• Work in‑person in downtown Chicago
• Communicate with employees, clients, and/or vendors by telephone and in person
• Process transactions on a computer
• Sustain mental/visual attention for reasonable periods of time

Reasonable accommodations may be made to enable employees with disabilities to perform the duties and responsibilities.