AMBITION

Executive Administrative Assistant

Requisition

Location:

Chicago, IL, US, 60606

Pay Type:

Salary Position type:
Full-time / Salary Estimated Wage Range $85,000 - $125,000/Annually

About the Role

The Executive Assistant will be responsible for the coordination of activities (operations and planning) and ensuring the timely flow of information to and from the executive office. The individual handles details of a highly confidential and critical nature and must function efficiently and effectively in a fast-paced professional environment. S/he will have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources, and organize and maintain administrative processes is essential to this position.

In addition, they will be responsible for coordinating and preparing presentations and packets. This individual must be able to work with and bring together cross-functional coordination between programs and departments. The ideal candidate will be dynamic, high-energy, organized, and able to support cross-functional coordination in a fast-paced environment and possess excellent judgment. S/he will be required to be available during regular business hours, evenings, and/or weekends, on occasion/as needed to provide support and assistance to the Executive team members.

What You'll Accomplish

Prepares, composes, and initiates various documents, often confidential in nature, such as letters, correspondence, memoranda, reports, minutes, presentation materials and chooses the appropriate means of communication. Coordinates the Chief Financial Officer's calendar and ensures effective coordination and scheduling of appointments, meetings, and activities. Manage the Executive's daily schedule. Serves as the point person for all persons needing to contact the CFO while managing internal/external contacts.

Handle confidential information in a professional and discreet manner. Coordinate events as required, including staff functions, special events, conferences & workshops, etc. Ability to order lunch and catering for in-house meetings. Schedules meetings, including some international, and handles travel arrangements and proactively coordinates the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, agendas, and necessary contacts and country information.

Process and maintain expense reports and payment/purchase orders for the CFO. Provides reports and data as required for various projects. Reconciles departmental invoices and prepares them for payment. Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events. Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed. Ensure that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening phone calls when requested, and maintaining executive files as needed.

Supports other Executive Committee members, their departments, and other executive administrators as assigned. Other duties as assigned Demonstrate a commitment to communicating, improving and adhering to health, safety and environmental policies in all work environments and areas. Promote a culture of safety and exhibit these behaviors.

What We're Looking For

Education:

Bachelor's degree Required

Work Experience:

10 years of EA experience Experience working with asset management, investment bankers or investor relations is preferred. Prior experience working for a CFO, President or CEO is preferred. Required Technical

Skills:

Highly proficient in the following software programs: (Word, Excel/PowerPoint, Gmail). Travel Requirements: 5%

Additional Requirements

Responsiveness:
Highly responsive, with a willingness to provide flexible, after-hours support on an exception basis. Integrity & Trust:
Action-oriented with a demonstrated high level of integrity and trust, particularly when handling confidential information. Communication:
Excellent written and verbal communication skills with the ability to communicate effectively across all levels of the organization and with outside contacts. Interpersonal

Skills:

Strong interpersonal skills, good judgment, and a professional demeanor with the ability to defuse emotional situations in a calm manner. Efficiency:
Ability to stay focused, efficient, and effective while managing multiple priorities. Work Ethic:
Consistently timely, diligent, and accurate; highly flexible and proactive; proven ability to work independently to achieve results. Presence:
Ability to work on-site in the office and will also support other Finance Executives as needed. Maturity:
Professional maturity appropriate for the demands of a public company executive support role. Safeguarding public and personal information from unnecessary attention.…