Investments Administrative Assistant

New York Life; Chicago (IL); Hybrid; USD 70,000 - 90,000; Full time

Job summary

Apogem Capital, based in Chicago with a hybrid work model (4 days per week), seeks an Administrative/Executive Assistant to support the leadership team and professionals. The role handles calendars, travel, meetings, and client liaison in a fast-paced, client-facing environment.

The ideal candidate is proactive, highly organized, and discreet, with excellent communication skills and a commitment to administrative excellence. This position is located in our Chicago office.

Qualifications

• Proactive, client-centric mindset with strong organizational and communication skills.
• Ability to manage shifting priorities with professionalism and discretion.
• Commitment to administrative excellence and self-starter attitude.

Responsibilities

• Executive & calendar management for senior executives and investment professionals.
• Coordinate internal/external meetings across multiple time zones and client engagements.
• Arrange international and domestic travel, prepare itineraries, and process expense reports.
• Organize logistics for sales events, client meetings, and team offsites.
• Provide day-to-day administrative support and oversee office operations.
• Prepare client files, ensure confidentiality, and maintain regulatory-compliant documentation.
• Support ad-hoc projects and drive process improvements.

Skills

Calendar management

Travel coordination

Email & communications

Client liaison

Organizational skills

Discretion & professionalism

Concur experience

Tools

Concur

Job description

Company name: Apogem Capital

Location Designation: Hybrid - 4 days per week

About Apogem Capital

Apogem is a leading private markets solutions provider with decades of experience focused on the middle market. With approximately $44 billion in assets under management as of December 31, 2025, Apogem partners with institutional investors to deliver disciplined underwriting, strategic capital deployment and long-term value creation.

Apogem Capital operates within the New York Life Investment Management platform of companies, supported by the financial strength and long-term stability of a Fortune 100 mutual organization.

Position Overview

The Administrative/Executive Assistant will provide comprehensive administrative and executive support to the leadership team and key professionals. This individual will serve as a critical liaison between internal stakeholders and external clients, partners, and vendors, ensuring seamless coordination and communication across a fast-paced, client-facing environment. The role is based in our Chicago office.

The ideal candidate will bring a proactive, client-centric mindset, strong organizational and communication skills, and the ability to manage shifting priorities with professionalism and discretion. This individual will demonstrate a commitment to administrative excellence and is a true self-starter.

Key Responsibilities

Executive & Calendar Management

• Manage complex and overlapping calendars for multiple senior executives and investment professionals at various organizational levels
• Coordinate internal and external meetings, including client-facing engagements, roadshows, sales strategy sessions, and team offsites
• Schedule meetings across multiple time zones and manage conflicts with professionalism and efficiency
• Serve as a liaison between executives and clients, consultants, and partners
• Prioritize and respond to emails, calls, and inquiries on behalf of assigned professionals; maintain organized records and files

Travel & Expense Management

• Coordinate and arrange international and domestic travel for assigned professionals, including flights, accommodations, ground transportation, and logistics
• Prepare travel itineraries and gather necessary travel documentation
• Process and organize expense reports in compliance with company policies and procedures
• Monitor travel budgets and ensure adherence to guidelines
• Manage travel-related correspondence and confirmations
• Experience with Concur is a MUST

Meeting & Event Coordination

• Organize and coordinate logistics for sales events, client meetings, internal strategy sessions, and team events
• Prepare, gather, and distribute meeting materials and agendas
• Coordinate video conferencing and technology setup for meetings across multiple locations
• Arrange catering and refreshments as needed
• Follow up on action items and distribute meeting notes to attendees
• Provide on-site support during client engagements and sales events

Administrative Support & Operations

• Maintain organized filing systems (both digital and physical) with exceptional attention to detail
• Oversee day-to-day office operations, including supply management, inventory, and equipment maintenance
• Provide light tech support and troubleshoot basic IT issues; elevate complex issues to IT department as needed
• Manage office communications and correspondence on behalf of leadership team
• Serve as backup coverage for other administrative team members as needed

Documentation & Compliance

• Prepare and organize client files and proposal materials
• Maintain confidentiality of sensitive business and client information
• Ensure all administrative documentation meets firm standards and regulatory requirements

Project & Process Management

• Assist with ad‑hoc projects and special initiatives as assigned
• Identify opportunities to improve administrative processes and productivity
• Implement system improvements and best practices for administrative efficiency
• Provide general support to multiple team members as needed

Pay Transparency

Salary range: $70,000-$90,000

Overtime eligible: Nonexempt

Discretionary bonus eligible: Yes

Sales bonus eligible: No

Actual base salary will be determined based on several factors but not limited to individual’s experience, skills, qualifications, and job location. In addition to base salary, employees may also be eligible to participate in an incentive program.

Our Benefits

We provide a full package of benefits for employees – and have unique offerings for a modern workforce, including leave programs, adoption assistance, and student loan repayment programs. Based on feedback from our employees, we continue to refine and add benefits to our offering, so that you can flourish both inside and outside of work.

Our Commitment to Inclusion

At New York Life, fostering an inclusive workplace is fundamental to who we are and how we serve our communities. We have a longstanding commitment to creating an environment where individuals can contribute their best and succeed together. This foundation is rooted in our core values of humanity and integrity, ensuring that every employee feels valued and supported. By embracing a broad range of perspectives and experiences, we achieve greater success and fulfill our promise of providing financial security and peace of mind to families across all communities.

Recognized as one of Fortune’s World’s Most Admired Companies, New York Life is committed to improving local communities through a culture of employee giving and volunteerism, supported by the Foundation. We're proud that due to our mutuality, we operate in the best interests of our policy owners.