Hybrid Executive Assistant to CEO​/Office Manager; IN OFFICE

An investment advisory firm in the Loop is seeking an Executive Assistant to the CEO who will also serve as Office Manager and support the team. The office has a casual, drama-free work environment. We're looking for a self-directed, flexible problem-solver who embraces the challenges and rewards of a close-knit, entrepreneurial office environment. There are 10 employees in the office, 15 remote employees, and 70 contractors.

The role is hybrid: 2 days in office, 3 days remote.

• Manage complex calendaring for CEO and C-Suite, often involving multiple parties and time zones
• Attend meetings, take notes, and follow up on action items
• Coordinate internal and external in-person meetings and events, including the firm’s annual three-day conference
• Make travel arrangements for CEO, including flights, hotels, rental cars, and other supporting reservations
• Provide administrative support for CEO, including expense reports and tracking regulatory requirements and deadlines
• Plan events, including the annual meeting and smaller cocktail parties
• Proofread and fact-check documents
• Perform additional duties as needed
• Serve as firm liaison with building management, third-party IT vendor, phone system/web conference provider, copier maintenance support, etc.
• Ensure the smooth day-to-day operations of our Chicago headquarters office and support the Jefferson City, MO office
• Oversee office operations, including ordering supplies and office equipment to ensure a functional and comfortable workspace
• Coordinate with building management, order supplies, plan events, and contribute to project-based initiatives.
• Manage office mail and packages

• Five or more years of related work experience
• Exceptional planning, organizational, and time management skills, with the ability to anticipate CEO needs, prioritize competing demands, meet deadlines, and follow through with responsiveness and accuracy
• Strong interpersonal skills: ability to collaborate with colleagues, clients, and external partners
• Initiative and sound judgment, operating independently while adhering to established policies and procedures
• Strong writing and proofreading skills
• Proficiency in Microsoft Office suite

Hours are flexible: 8-4, 8:30-4:30 or 9-5