Associate, Executive Assistant - Investments

Core Spaces•Chicago, IL

29d•$90,000 - $100,000

About The Position

The Executive Assistant, Investments provides high-level administrative, operational, and strategic support to the Chief Investment Officer (CIO) and the Investments leadership team. This role ensures seamless execution of all executive priorities, facilitates cross-departmental communication, and manages complex domestic and international scheduling, travel, and logistics. The ideal candidate brings experience supporting senior executives in investment management, private equity, real estate, or financial services and thrives in a fast-paced, high-discretion environment.

Requirements

5+ years of experience supporting senior executives, ideally within investment management, private equity, real estate, financial services, or related industries.
Demonstrated experience coordinating complex international travel and multi-time-zone scheduling.
Experience supporting investment teams highly preferred.
Exceptional project management, organizational, and prioritization skills; ability to manage competing deadlines.
Strong business writing, communication, and presentation preparation skills.
High level of professionalism, confidentiality, and judgment.
Proficient in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and collaboration tools (SharePoint, Teams, Adobe, DocuSign).
Bachelor’s degree preferred.

Nice To Haves

Proactive, anticipatory, and solutions-oriented.
Thrives in a fast-paced, evolving, transaction-driven environment.
Confident working with senior executives, investors, and external partners.
Highly detail-oriented, polished, and reliable.
Strong EQ with the ability to build trust and act as an extension of the CIO.

Responsibilities

Serve as the primary support partner for the CIO and Investments leadership team, anticipating needs and managing day-to-day priorities with discretion and judgment.
Manage dynamic calendars across multiple time zones, ensuring alignment with key transaction milestones, investor requirements, and strategic initiatives.
Coordinate and prepare executive briefing materials, investment memos, presentations, agendas, and follow-up documentation for internal and external meetings.
Screen, prioritize, and respond to communications on behalf of the CIO as appropriate; facilitate smooth information flow across departments and with external partners.
Plan and execute complex domestic and international travel itineraries, including multi-country routing, visas, accommodations, and ground transportation.
Ensure all travel aligns with investor meetings, site visits, conferences, and diligence requirements.
Prepare detailed travel briefs, including market insights, meeting materials, itineraries, and contact sheets.
Manage expense reporting and reconciliation with accuracy and timeliness.
Support the Investments Leadership team with administrative coordination, data requests, document organization, and portfolio logistics.
Assist with the preparation and tracking of deal pipelines, investment timelines, transaction checklists, and closing processes.
Maintain organized and current digital filing systems for investment documents, NDAs, LOIs, diligence materials, and investor correspondence.
Partner with internal teams (Acquisitions, Institutional Investments, Wealth Management) to coordinate inputs connected to transactions and portfolio activities.
Support communication and scheduling with external stakeholders, including institutional investors, lenders, development partners, and brokerage teams.
Assist in organizing investor and partner meetings, property tours, and on-site visits, ensuring a polished and professional experience.
Manage confidentiality and sensitive information with extreme discretion.
Coordinate special projects for the CIO, including research requests, strategic initiatives, and executive communications.
Support budgeting, invoice processing, and vendor coordination for the Investments function.
Contribute to improving internal processes, workflows, and systems to support efficiency and growth.
Occasional travel may be necessary as needed
Perform all other duties and tasks assigned by management
Must be able to complete all physical requirements of this role with or without a reasonable accommodation

Benefits

A culture that provides you with a sense of belonging
Hybrid or remote work options may vary by role to support work-life balance
Competitive pay that values your contributions
Incentives designed to reward your achievements
Paid flexible PTO to disconnect or celebrate life milestones
Paid 15 holidays, including your birthday, to disconnect and celebrate
Paid Parental Leave that begins after 90 days
Paid volunteer time off to give back to your community
Monthly workshop weeks; fewer meetings & more collaboration
Robust health plan options that begin within at least 30 days of your employment
Monthly phone reimbursement
Wellness allowance and perks, including a yearly subscription to a meditation app
An environment that provides you with a voice to share your perspectives
Employee Assistance Program (EAP) for access to confidential support services
Company retirement options including 401(k) + matching & Roth account option