Senior Administrative Assistant

Mesirow; Chicago (IL); On-site; USD 80,000 - 110,000; Full time

Job summary

Mesirow, a Chicago-based independent financial services firm, seeks an experienced Senior Administrative Assistant to support the senior management team. The role focuses on ensuring accuracy of client reports and investor presentations while delivering broad administrative, marketing, and business-support services.

The ideal candidate has seven years of administrative experience, a strong client-reporting background, and advanced MS Office skills.

Qualifications

• Bachelor’s degree or equivalent.
• 7+ years of admin experience supporting senior management.
• Experience in financial services preferred.
• Experience preparing client reporting and investor presentations.

Responsibilities

• Prepare and publish quarterly investor reports for each fund.
• Assist asset management with annual business plans.
• Maintain investor contact data in client portal.
• Draft emails, prepare PowerPoint presentations and memoranda.
• Coordinate lender reports under loan agreements.
• Build relationships with internal and external stakeholders.
• Schedule meetings and travel arrangements.
• Prepare and submit expense reports.
• Respond to annual audit confirmations for limited partners.
• Handle confidential information with discretion.
• General admin support to broader team.
• Order office supplies and maintain equipment.
• Perform other duties and special projects.

Skills

Admin experience

Investor reporting

Investor presentations

MS Word

PowerPoint

Adobe Suite

Interpersonal skills

Organizational skills

Communication skills

Confidential handling

Self-management

Team collaboration

Flexibility

Education

Bachelor’s degree or equivalent

Job description

Mesirow is an independent, employee-owned financial services firm founded in 1937. Headquartered in Chicago, with offices across the country, Mesirow serves clients through capabilities spanning Private Capital & Currency, Capital Markets and Investment Banking, and Advisory Services.

We are proud of our intentional culture, which fosters strong employee engagement, entrepreneurship, and empowerment, while providing meaningful opportunities for volunteerism and professional advancement. Mesirow has been recognized multiple times as one of the Best Places to Work in Chicago by Crain’s Chicago Business and is one of Barron’s Top 100 RIA firms. At Mesirow, we invest in what matters: our clients, our communities, and our culture.

Mesirow Institutional Real Estate Direct Investments provides institutional investors with access to compelling direct investment opportunities and attractive risk‑adjusted returns in the real estate market. With nearly 300 combined years of sector‑specific experience and intellectual capital, the team is committed to creating value for investors through well‑diversified multifamily asset portfolios.

As the business continues to grow, we are seeking an experienced Senior Administrative Assistant to support the senior management team within the business. This role will be responsible for ensuring the completeness and accuracy of client reports and investor presentations, while also providing a broad range of critical administrative, marketing, and business‑support services.

Key Responsibilities

• Prepare and publish individualized quarterly investor reports for each fund under management, working closely with senior executives and relevant internal teams.
• Assist the asset management team with the preparation of annual business plans for each portfolio investment property.
• Maintain accurate and up‑to‑date contact information within the client portal for investors and investment consultants.
• Provide high‑level administrative support, including drafting and editing emails, preparing PowerPoint presentations and memoranda, and developing communications on behalf of senior management as requested.
• Partner with the finance team to compile and distribute quarterly lender reports required under the loan agreements for each investment property.
• Build and maintain strong relationships with internal and external stakeholders, serving as a responsive and professional representative of the team.
• Schedule and coordinate meetings, events, interviews, appointments, and other activities for the group, including travel and lodging arrangements in accordance with the firm’s Travel and Entertainment Policy.
• Prepare and submit expense reports and supporting documentation accurately and promptly.
• Prepare and respond to annual audit confirmations for each limited partner in the funds under management.
• Handle confidential and sensitive information with discretion, sound judgment, and professionalism.
• Sort, screen, review, and distribute incoming and outgoing mail, and compose or coordinate timely responses to written inquiries.
• Provide general administrative support to the broader team as needed.
• Order office supplies and help ensure that office equipment is adequately stocked, maintained, and in good working order.
• Perform other duties and special projects as assigned.

Essential Qualifications

• Bachelor’s degree or equivalent combination of education and relevant professional experience.
• A minimum of seven years of demonstrated experience as an administrative assistant supporting senior management; experience in financial services is strongly preferred.
• A seasoned, mature, and highly dependable professional presence.
• Prior experience preparing client reporting materials and investor presentations is required.
• Advanced proficiency in Microsoft Office, particularly Microsoft Word and PowerPoint; proficiency with Adobe products is also preferred.
• Superior interpersonal, organizational, and communication skills, with exceptional attention to detail.
• Demonstrated ability to manage confidential and sensitive information appropriately.
• Strong business acumen, sound judgment, and a high degree of professionalism.
• Ability to work independently with minimal supervision while effectively organizing, prioritizing, and managing multiple assignments.
• Collaborative, service‑oriented approach and demonstrated ability to work effectively as part of a team.
• Flexibility to work outside standard business hours when business needs require.

In accordance with the Illinois Pay Transparency Law, the anticipated hiring base salary for the role will be between $80,000 and $110,000 per year. However, base pay if hired will be determined on an individualized basis and is only part of the total compensation package, which, also provides the opportunity for a performance based bonus and the Mesirow benefit program.

EOE

Equal Opportunity Employer