Executive Assistant to COO & HR Director — Hybrid

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

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.