Executive Assistant - Investment Management - Chicago, IL

Executive Assistant
- Investment Management
- Chicago, IL

We are seeking candidates for an Executive Assistant position with a highly successful investment management firm located in Chicago, IL. The Executive Assistant will support various senior-level leadership positions and will be responsible for managing complex calendar management, coordinating internal and external meetings, and arranging travel logistics both domestically and internationally. The ideal candidate will have 3-5 years of executive or administrative support experience within professional services.

This is a permanent position that will pay a base salary of $85,000 - $95,000 (depending on experience). This position offers a hybrid work model, onsite 4 days per week in their Chicago office.

• Manage complex calendars in Outlook for investment managers, ensuring efficient scheduling and prioritization.

• Coordinate meetings between portfolio managers and institutional clients for portfolio reviews, investment updates, and new business discussions.

• Manage meeting logistics, including scheduling, conference room reservations, visitor registration, and catering arrangements.

• Maintain accurate client contact information and meeting activity within Salesforce.

• Assist with the preparation and distribution of monthly and quarterly client reporting materials.

• Prepare meeting materials and distribute agendas, presentations, and supporting documentation.

• Coordinate domestic travel arrangements, including flights, hotels, and ground transportation, through the firm's travel agency.

• Process expense reports and reimbursements using Workday.

• Provide diligent email management and administrative support to ensure timely follow-up and communication.

• Support department initiatives, team projects, and ad hoc administrative responsibilities within the Chicago office.

• Bachelor’s degree in a related field required.

• 3-5 years of executive or administrative support experience, preferably within professional services, investment management, financial services, or another fast‑paced corporate environment.

• Proven experience supporting multiple executives or stakeholders with competing priorities and complex scheduling demands.

• Advanced proficiency in Microsoft Office (Outlook, Teams, Word, Excel, PowerPoint, One Note) with an interest in utilizing AI tools to enhance productivity.

• Exceptional organizational skills and attention to detail.

• Self‑motivated with the ability to prioritize, work independently, and appropriately escalate issues when needed.

• Strong interpersonal and communication skills.

If you are interested in learning more about this opportunity, please email your resume to Olivia at