Executive Assistant; Chief Operating Officer & Managing Director, Human Resources

Wespath Institutional Investments LLC; Glenview (IL); Hybrid; USD 91,000 - 113,000; Full time

Benefits offered by this job

Hybrid working arrangement

8% retirement plan contribution with a

12 holidays + 22 days PTO

Job summary

Wespath Institutional Investments LLC is hiring an Executive Assistant to provide high‑level administrative support to the Chief Operating Officer and the Managing Director, Human Resources. This hybrid role focuses on confidential, documentation‑heavy workflows and acts as a trusted liaison across the organization.

The position involves coordinating complex travel, preparing agendas, and supporting HR events while maintaining discretion and scheduling efficiency in a fast‑paced environment.

Qualifications

• You must have 7+ years of experience as an Executive Assistant supporting C-suite executives.
• Ability to manage confidential, complex work independently with strong judgment.
• Excellent written and verbal communication and organizational skills.
• Proficiency in Microsoft 365; quick learner of new systems.

Responsibilities

• Manage internal and external scheduling and calendar administration.
• Coordinate domestic and international travel arrangements.
• Prepare meeting agendas, track action items and follow-ups.
• Draft and manage confidential correspondence and board materials.
• Coordinate onboarding for senior leaders.
• Oversee expenses, budgets, and invoice processing.
• Develop filing systems and update office procedures.
• Serve as liaison between internal stakeholders and external partners.
• Greet guests and screen calls for COO/General Secretary.
• Process HR expense reports, invoices, and policy communications.
• Support HR events and employee engagement programs.
• Prepare materials for HR leadership routines and confidential processes.
• Partner with MD, HR to manage priorities.

Skills

Executive support

Calendar management

Travel coordination

Confidentiality and discretion

Communication

Microsoft 365

Education

High school diploma

Bachelor’s degree preferred

Tools

Microsoft 365

SharePoint/OneDrive

CRM systems

Job description

Primary Duties and Responsibilities:

You bring the motivation, teamwork, and integrity and we will provide the collaborative culture, professional development, and opportunity to build a meaningful career at Wespath!

Location:

1901 Chestnut Ave
Glenview, Illinois, 60025
United States

Category:

Administration

Date Needed by:

11/30/2026

Primary Duties and Responsibilities:

You bring the motivation, teamwork, and integrity and we will provide the collaborative culture, professional development, and opportunity to build a meaningful career at Wespath!

Wespath is an Equal Opportunity Employer that is committed to a diverse and inclusive company culture and does not discriminate against applicants and employees because of disability, sex, race, gender identity, sexual orientation, religion, national origin, age, veteran status, or any other protected status under the law.

Wespath has an opportunity for an Executive Assistant; Chief Operating Officer (COO) & Managing Director, Human Resources (MDHR). This hybrid role provides executive administrative support (60%) to the Chief Operating Officer and support (40%) to the Managing Director, Human Resources. The position serves as a trusted liaison across the organization, while maintaining a high degree of discretion, independent judgment, and disciplined execution across confidential, documentation-heavy workflows, including daily operations, document preparation, and general administrative support.

More specifically, as an Executive Assistant, you will have the following key responsibilities:

• Manage all aspects of internal and external scheduling and maintenance of calendar and appointments. Resolve conflicts and respond effectively to urgent issues.
• Coordinate comprehensive domestic and international travel arrangements.
• Prepare and distribute meeting agendas in coordination with other managers, directors, and senior leaders and that all preparation for all future events is on schedule. Track and follow-up on action items and requests to ensure assignments are completed on time.
• Draft and manage correspondence, minutes, board materials, reports, presentations, and other documents, including those containing confidential or sensitive information.
• Coordinate onboarding logistics for senior leaders, such as arranging schedules and coordinating individual meetings.
• Oversee the allocation of expenses to the COO budget, process expense reports and invoice payments.
• Develop and maintain an efficient filing system. Create and update office procedures, workflows, and operational dashboards as needed.
• Act as the primary liaison for coordinating efforts with internal stakeholders and external partners.
• Greets and hosts guests cordially and professionally, receives and screens telephone calls for the COO and in backup situations for the General Secretary.

Human Resources Operations

• Process expense reports, reconcile corporate credit card statements, and handle invoice approvals.
• Draft, edit, and/or format company-wide announcements, policy memos, or confidential correspondence.
• Provide high-level administrative support including document assimilation, preparation, and quality assurance.
• Coordinate logistics, agendas, and note-taking for executive leadership or HR team meetings.
• Assist with company-wide HR events, training sessions, and employee engagement programs.
• Support HR leadership routines and confidential people-related processes by preparing materials, coordinating follow ups, and escalating sensitive matters appropriately.
• Serve as a trusted partner and advisor to the MD, HR, proactively managing priorities and anticipating needs.
• Ad-hoc administrative support for the HR team.

Executive Assistant Benefits and Compensation

• Choose the medical, dental, vision, and well-being benefits that best fit your needs from day one.
• 8% employer contribution to retirement plan with an additional match up to 2% on day one.
• 22 days of PTO + 12 paid holidays.
• Hybrid working arrangement.
• The compensation range for this position is $90,700 - $113,300 with a bonus opportunity and customary benefits. Final compensation will be set based on the hired applicant’s qualifications (education, training, and/or experience related to this role), and as such, may fall outside the range shown.

Minimum Requirements/Qualifications

• High school diploma
• 7+ years of experience as an Executive Assistant supporting C-suite level executives in a corporate or business environment.
• Proven ability to manage confidential, complex work independently with strong judgment and discretion.
• Critical thinking and problem-solving skills.
• Strong organizational, time management, documentation, and follow-up skills across multi‑stakeholder workflows.
• Excellent written and verbal communication skills with high attention to detail.
• Proficiency in Microsoft 365 (Excel, Outlook, Teams, SharePoint/OneDrive); ability to quickly learn new systems.

Preferred Qualifications

• Bachelor’s degree in a related discipline to the role
• 1 - 3 years of experience supporting or working closely with the Human Resources function
• Experience supporting compliance, regulatory, and audit processes (including SOC-1)
• Experience using CRMs, workflow tools, or document management systems to maintain a single source of truth.

Wespath Benefits and Investments is an Equal Opportunity Employer and does not discriminate in hiring.