Executive Assistant

Salary Range: $75,000–$100,000 + Bonus + Benefits

Hours: Full-Time

Company Overview

Our client is a leading private equity firm headquartered in Menlo Park, California, with additional offices in Atlanta, Chicago, London, and New York. The firm is seeking a polished, proactive, and highly organized Executive Assistant to support senior professionals while serving as the face of its Illinois office.

This is an exciting opportunity for an administrative professional who thrives in a fast-paced, high-performance environment and enjoys balancing executive support with office operations responsibilities. The ideal candidate is resourceful, detail-oriented, and capable of operating independently while maintaining a high level of professionalism and discretion.

Key Responsibilities

Executive Support

• Provide high-level administrative support to senior professionals, including complex calendar management, travel coordination, expense reporting, and confidential correspondence.
• Coordinate domestic and international travel arrangements and prepare detailed itineraries.
• Process monthly expense reports accurately and in a timely manner.
• Manage sensitive information with the highest degree of confidentiality and discretion.

Office Management & Operations

• Serve as the primary point of contact and front-facing representative for the Chicago office.
• Ensure a welcoming and professional experience for visitors, clients, and stakeholders.
• Oversee conference room scheduling, meeting setup, and room resets.
• Maintain the overall appearance and functionality of the office and shared spaces.
• Coordinate daily office logistics, including lunches, catering, mail distribution, shipments, and guest accommodations.
• Manage office and kitchen inventory, ensuring supplies, snacks, and beverages are fully stocked.
• Provide basic troubleshooting and day-to-day support for office technology, including Zoom, Microsoft Teams, printers, conference room systems, and office hardware.
• Escalate complex technology issues to internal IT resources as needed.
• Assist with onboarding logistics and workspace preparation for new hires and visitors.

Event & Culture Support

• Coordinate internal meetings, client meetings, and team events, including catering and logistical planning.
• Support a collaborative and professional office culture by serving as a trusted resource for employees and visitors.
• Contribute to maintaining a high-performing and positive workplace environment.

Qualifications

• Previous experience in an Executive Assistant, Administrative Assistant, Reception, Front Desk, Office Coordinator, or Office Manager role.
• Proven ability to manage multiple priorities in a fast-paced, deadline-driven environment.
• Exceptional organizational skills with strong attention to detail and follow-through.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and sound judgment.
• Self-starter mentality with the ability to work independently and take ownership of responsibilities.
• Strong interpersonal skills and the ability to interact confidently with senior executives, clients, and external partners.
• Adaptable and eager to learn new systems, tools, and processes.

Technical Skills

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We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Initiative for Hiring.