Executive Assistant

Waterton Search • Chicago, IL

6d • $73,000 - $100,000 • Hybrid

About The Position

The Executive Assistant provides high-level administrative, strategic and operational support to the Co-Founder, CEO & Chairman; Managing Partner, Chief Investment Officer and Managing Partner, Investor Relations. This highly visible role requires a proactive and adaptable professional capable of managing complex schedules, confidential information, and multi-faceted projects. The ideal candidate will possess exceptional organizational, communication, and problem-solving skills, enabling the assigned executives to focus on high-impact priorities and strategic initiatives. How you will contribute to our team: Executive Support Provide comprehensive administrative and operational support to assigned executives. Act as a gatekeeper and primary point of contact for assigned executives, fielding and prioritizing requests from both internal and external stakeholders. Manage and maintain the assigned executives’ complex calendars, anticipating needs, resolving scheduling conflicts and prioritizing inquiries. Handle incoming communications, including screening phone calls, drafting correspondence as requested, and preparing meeting materials. Organize and coordinate all domestic and international travel logistics, including transportation, accommodation, and detailed itineraries. Complete expense reports and manage other administrative tasks, such as creating presentations, reports, and other documents. Plan and execute special projects and company events on behalf of the assigned executives. Personal assistant responsibilities with the CEO and his family with travel, charity, political and non-for-profit work, tax preparation and personal investments. Strategic and Operational Support Responsible for Advisory Board meeting communication, scheduling and coordination, and preparation and distribution of final materials. Conduct research and compile data to prepare the assigned executives for meetings, reports and strategic planning. Assist in preparing timely agendas for Advisory Board and Leadership Committee meetings. Serve as a liaison between assigned executives, the Advisory Board, senior management and external parties to ensure seamless communication and execution of initiatives. Assist in developing and refining internal processes to improve efficiency and support executive workflows. Assist CEO in returning phone calls and emails and maintain accurate contact information. Confidentiality and Discretion Handle all sensitive and confidential company information with the utmost discretion and integrity. Represent the company and assigned executives in a positive and professional light through consistent follow-through and sound judgment.

Requirements

• Bachelor's degree preferred, or equivalent experience.
• A minimum of 15 years in a business environment, with at least 5 years of experience supporting a C-level executive in a fast-paced, high-growth environment.
• Expert-level proficiency with Microsoft Office Suite (Outlook, Word, Excel and PowerPoint).
• Demonstrated experience with calendar management, travel coordination, and expense reporting.
• Experience with project management and data organization.
• Exceptional communication: Mastery of written and verbal communication, with the ability to represent the assigned executives' voices and adapt style for different audiences.
• Organizational and time-management skills: The ability to effectively prioritize multiple concurrent projects and manage demanding schedules.
• Proactive mindset and emotional intelligence: Anticipates needs before they arise and handles complex interpersonal dynamics with poise, grace, and tact.
• Discretion and judgment: Possesses a high degree of integrity and is capable of handling sensitive and confidential information appropriately.
• Adaptability and problem-solving: Able to pivot quickly in a dynamic environment and find solutions to unexpected challenges.
• Attention to detail: Maintains meticulous accuracy and thoroughness in all work

Nice To Haves

• Experience working closely with a board of directors or equivalent is a plus.

Responsibilities

• Provide comprehensive administrative and operational support to assigned executives.
• Act as a gatekeeper and primary point of contact for assigned executives, fielding and prioritizing requests from both internal and external stakeholders.
• Manage and maintain the assigned executives’ complex calendars, anticipating needs, resolving scheduling conflicts and prioritizing inquiries.
• Handle incoming communications, including screening phone calls, drafting correspondence as requested, and preparing meeting materials.
• Organize and coordinate all domestic and international travel logistics, including transportation, accommodation, and detailed itineraries.
• Complete expense reports and manage other administrative tasks, such as creating presentations, reports, and other documents.
• Plan and execute special projects and company events on behalf of the assigned executives.
• Personal assistant responsibilities with the CEO and his family with travel, charity, political and non-for-profit work, tax preparation and personal investments.
• Responsible for Advisory Board meeting communication, scheduling and coordination, and preparation and distribution of final materials.
• Conduct research and compile data to prepare the assigned executives for meetings, reports and strategic planning.
• Assist in preparing timely agendas for Advisory Board and Leadership Committee meetings.
• Serve as a liaison between assigned executives, the Advisory Board, senior management and external parties to ensure seamless communication and execution of initiatives.
• Assist in developing and refining internal processes to improve efficiency and support executive workflows.
• Assist CEO in returning phone calls and emails and maintain accurate contact information.
• Handle all sensitive and confidential company information with the utmost discretion and integrity.
• Represent the company and assigned executives in a positive and professional light through consistent follow-through and sound judgment.

Benefits

• Competitive compensation and incentive program participation
• Full suite of benefits, including Medical, Dental, Life, Disability, and even pet insurance
• 401k + match
• Generous paid time off, volunteer time off, and paid holidays
• A commitment to life-long learning through learning plans that include internal and external trainings, as well as consideration for tuition reimbursement.
• Employee discounts and wellness initiatives, like an onsite gym.
• Hybrid work environment (based on business or position needs)

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Number of Employees: 5,001-10,000 employees