Hybrid Executive Assistant/Office Manager )2 DAYS IN OFFICE)

C-Suite Assistants; Chicago (IL); Hybrid; USD 65,000 - 95,000; Full time

Benefits offered by this job

Medical insurance

Vision insurance

Dental insurance

Life insurance

401K

Paid vacation

Job summary

C-Suite Assistants in Chicago is seeking an Executive Assistant to the CEO who also functions as an Office Manager and supports the team. The role offers a hybrid schedule with 2 in-office days and 3 remote days, aiding a close-knit, entrepreneurial office environment.

The ideal candidate has 5+ years of related experience, exceptional organizational skills, and strong writing abilities. Proficiency in MS Office and the ability to work independently are essential in this fast-paced setting.

Qualifications

• 5+ years of related work experience.
• Strong planning, organizational, and time management.
• Excellent interpersonal skills and collaboration.
• Ability to work independently with sound judgment.
• Strong writing and proofreading abilities.
• Proficiency in Microsoft Office.
• College degree preferred.

Responsibilities

• Manage complex calendaring for CEO and C-Suite across multiple parties and time zones.
• Attend meetings, take notes, and follow up on action items.
• Coordinate internal and external in-person meetings and events, including the annual three-day conference.
• Make travel arrangements for the CEO, including flights, hotels, and rentals.
• Provide administrative support for CEO, including expense reports and regulatory tracking.
• Plan events, including the annual meeting and cocktail parties.
• Proofread and fact-check documents.
• Oversee office operations at Chicago HQ and support the Jefferson City, MO office.
• Liaise with building management and IT/vendor services.
• Manage office mail and packages.
• Oversee office supplies and equipment.

Skills

Years of experience

Organizational skills

Interpersonal skills

Initiative

Proofreading

MS Office

Education

College degree (preferred)

Tools

Microsoft Office

Job description

An investment advisory firm located in the Loop is looking for an Executive Assistant to the CEO who will also function as an Office Manager and also support the team. The office has a casual, drama-free work environment. Looking for a self-directed and flexible problem-solver, and someone who embraces the challenges and rewards of working in a close-knit, entrepreneurial office environment. There are 10 employees in the office, 15 remote employees, and 70 contractors. The role is hybrid: 2 days in office, 3 days remote.

About the job:

• Manage complex calendaring for CEO and C-Suite, often involving multiple parties and time zones
• Attend meetings, take notes, and follow up on action items
• Coordinate internal and external in-person meetings and events, including the firm's annual three-day conference
• Make travel arrangements for CEO, including flights, hotels, rental cars, and other supporting reservations
• Provide administrative support for CEO, including expense reports and tracking regulatory requirements and deadlines
• Plan events, including the annual meeting and smaller cocktail parties
• Proofread and fact-check documents
• Perform additional duties as needed
• Serve as firm liaison with building management, third-party IT vendor, phone system/web conference provider, copier maintenance support, etc.
• Ensure the smooth day-to-day operations of our Chicago headquarters office and support the Jefferson City, MO office
• Oversee office operations, including ordering supplies and office equipment to ensure a functional and comfortable workspace
• Coordinate with building management, order supplies, plan events, and contribute to project-based initiatives.
• Manage office mail and packages
• Perform additional duties as needed

About you:

• Five or more years of related work experience
• Exceptional planning, organizational, and time management skills, with the ability to anticipate CEO needs, prioritize competing demands, meet deadlines, and follow through with responsiveness and accuracy
• Strong interpersonal skills, with a proven ability to collaborate with colleagues, clients, and external partners
• Demonstrated initiative and sound judgment, operating independently while adhering to established policies and procedures
• Strong writing and proofreading skills
• Proficiency in Microsoft Office suite
• College degree preferred

Medical, vision, dental, life insurance, 401K, paid vacation

Hours are flexible: 8-4, 8:30-4:30 or 9-5