Investments Administrative Assistant

Company name:

Apogem Capital

Hybrid - 4 days per week

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.

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.

• 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

• 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

• 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

• 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

• 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

• Assist with ad-hoc projects and special initiatives as assigned
• Identify…