Executive Admin & Personal Assistant to CFO - Family Office

20/20 Foresight Executive Talent Solutions; Chicago (IL); On-site; USD 85,000 - 110,000; Full time

Job summary

20/20 Foresight Executive Talent Solutions is helping a private real estate investment firm in Chicago recruit an Executive Administrative Coordinator for the CFO and executive team. The role blends traditional executive support with personal assistant duties, demanding high organization, discretion, and proactive judgment.

Responsibilities include managing calendars, travel, board materials, HR support, vendor coordination, and maintaining records.

Qualifications

• 10+ years of experience as an Executive Assistant, Administrative Assistant, or similar role.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Experience supporting both professional and personal assistant functions is highly preferred.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• High level of discretion and confidentiality.
• Ability to multitask, prioritize, and adapt in a demanding environment.
• Self-starter with the ability to work independently.
• Ability to use AI and digital tools to improve efficiency and support executive tasks.

Responsibilities

• Provide comprehensive administrative support to leadership and a team of ~10 employees.
• Produce board meeting books and support board of directors in annual meetings.
• Handle confidential information with a high level of discretion.
• Provide human resources support, managing employee benefit renewals and changes and maintaining tracking of employee attendance/availability.
• Manage company calendars while scheduling meetings and travel arrangements.
• Coordinate lease/contract routing by receiving and formatting documents, securing required approvals and signatures, proactively tracking progress, and filing executed agreements.
• Maintain organized filing systems (digital and physical) and ensure document accuracy.
• Support office operations including supply management and vendor coordination.
• Update employee biographies, including onboarding support for new employees
• Maintain ownership entity records, such as state registrations and franchise tax reporting.
• Provide accounting and bookkeeping assistance in a back-up capacity.
• Coordinate internal and external meetings, including materials, and follow-ups.
• Serve as a central point of contact for office communications.
• Manage office equipment, FedEx and mail services, and company phone line.
• Oversee corporate apartment in downtown Chicago, including scheduling vendors, repairs, and routine service.
• Coordinate with corporate apartment contractors and service providers.
• Assist with event planning.
• Monitor and organize service agreements, such as cleaning services.
• Ensure smooth and proactive support to family ownership.

Skills

Executive support

Time management

Discretion

Multitasking

Communication

Independent work

AI/digital tools

Organization

Education

10+ years experience in EA/Administrative roles

Tools

Microsoft Office Suite

Job description

20/20 Foresight Executive Talent Solutions is helping a private real estate investment firm in Chicago recruit an Executive Administrative Coordinator for the CFO and executive team. The role blends traditional executive support with personal assistant duties, demanding high organization, discretion, and proactive judgment.

Responsibilities include managing calendars, travel, board materials, HR support, vendor coordination, and maintaining records.