Executive Assistant
About The Position
The Americas Institutional Group seeks an Executive Assistant (EA) to support the Head of the Chicago Office and Associate Director of AIG, as well as a few additional managers and office events. The Executive Assistant plays an integral part of our Midwest business efforts within the Client Group, providing dedicated support to a number of managers and other professionals. The EA also works closely with other assistants in the group and on their team to meet the needs of the business. This position works with the client team on a day-to-day basis but is also part of the Client Platform’s broader administrative team, reporting directly to the Office Administrator for the Chicago Office. This position is based in Chicago, Illinois, a satellite office to our Boston, Massachusetts headquarters. Given the smaller office environment, the ability to be self-motivated and work collaboratively is critical.
Requirements
- Undergraduate degree
- 3-5 years of administrative experience
- Strong interpersonal, verbal, and written communication skills
- Strong service orientation; reliable, consistent, proactive
- Ability to work in a fast-paced and team-oriented environment, prioritizing effectively
- Attention to detail and proficiency with Microsoft Outlook, Excel, and Word
- Solid work ethic and positive attitude
- Ability to use good business judgment and maintain confidentiality
Responsibilities
- Proactive calendar management in Outlook for Managers
- Meeting coordination between managers and the institutional clients to facilitate portfolio reviews and new business discussions. Includes working in Outlook to send meeting requests, booking conference rooms, adding visitors to security, and ordering catering
- Database maintenance in Salesforce including maintaining contact information and meeting activity
- Assistance with preparation and distribution of monthly and quarterly reporting
- Meeting preparation including gathering and distributing materials
- Travel coordination with our travel agency including transportation and hotel bookings
- Assistance with a variety of department and team projects
- Expense reimbursement in Workday
- Diligent coverage of email
- Ad Hoc administrative tasks within the Chicago office
Benefits
- retirement plan
- health and wellbeing
- dental
- vision
- pharmacy coverage
- health savings account
- flexible spending accounts
- commuter program
- employee assistance program
- life and disability insurance
- adoption assistance
- back-up childcare
- tuition/CFA reimbursement
- paid time off (leave of absence, paid holidays, volunteer, sick and vacation time)
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
