Executive Assistant

DL3 Realty • Chicago, IL

13d • Onsite

About The Position

The Executive Assistant provides high-level administrative and operational support to the Chief Executive Officer while helping manage the day-to-day needs of the office. This role serves as a trusted partner to the CEO, ensuring priorities are organized, communications are handled professionally, meetings and engagements are prepared, and critical details are anticipated and executed. The ideal candidate is highly organized, technologically capable, proactive, and comfortable working in a fast-paced entrepreneurial environment. This individual should enjoy variety, take ownership of responsibilities, and have the ability to anticipate needs before they arise. The role requires strong judgment, professionalism, discretion, and the ability to interact confidently with executives, investors, partners, vendors, and community stakeholders.

Requirements

• Bachelor’s degree preferred in business, finance, real estate, communications, marketing, or a related field
• 3–5 years of experience as an Executive Assistant or in a high-level administrative support role providing direct support to senior executives, business owners, or leadership teams
• Active Notary Public commission preferred, or ability and willingness to obtain certification upon hire
• Experience with Canva and Adobe Creative Suite, including InDesign, is required
• Proficiency with Microsoft Office Suite, including PowerPoint, Word, Outlook, and Excel, is required
• Experience with CRM systems, Salesforce, or similar platforms is preferred
• Interest in or familiarity with real estate, finance, investing, or professional services environments is strongly preferred
• Demonstrated experience managing executive calendars, coordinating complex schedules and travel, preparing presentations and meeting materials, and supporting executive meetings or board engagements
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and confidential information
• Exceptional written and verbal communication skills with a high level of professionalism
• Ability to anticipate needs, exercise sound judgment, and work independently
• Strong technology skills and ability to quickly learn new systems and tools
• A proactive, resourceful, and adaptable mindset with a willingness to learn and take ownership
• Ability to interact professionally with executives, investors, clients, vendors, and community partners

Nice To Haves

• Active Notary Public commission preferred, or ability and willingness to obtain certification upon hire
• Experience with CRM systems, Salesforce, or similar platforms is preferred
• Interest in or familiarity with real estate, finance, investing, or professional services environments is strongly preferred

Responsibilities

• Manage and maintain the CEO’s calendar, including scheduling meetings, coordinating appointments, and prioritizing competing demands
• Prepare meeting agendas, materials, presentations, briefing documents, and other resources needed for CEO meetings, company board meetings, external board engagements, speaking opportunities, and business activities
• Support preparation for company board meetings and external board engagements, including coordinating agendas, materials, presentations, schedules, meeting logistics, and follow-up items
• Create and edit professional presentations, documents, and communications using tools such as Microsoft Office, Canva, Adobe Creative Suite, and InDesign
• Coordinate domestic travel arrangements, conference registrations, detailed itineraries, and meeting logistics
• Support planning and execution of industry, community, charitable, philanthropic, and business development events and commitments
• Manage communications and correspondence with investors, government officials, tenant prospects, C-level executives, vendors, board members, and other external stakeholders
• Prepare CEO and leadership team members for meetings by ensuring necessary information, materials, and logistics are organized in advance
• Coordinate executive meetings, including refreshments, meals, conference room preparation, and overall meeting experience
• Maintain executive contacts, business card records, CRM information, and relationship management systems
• Assist with light accounting support, including budget tracking, expense reconciliation, and other financial coordination as needed
• Assist with special projects, research, and business initiatives as assigned by the CEO
• Represent the company professionally at meetings, events, and external engagements
• Anticipate CEO needs and proactively identify opportunities to improve organization, efficiency, and effectiveness
• Open the office each morning and help maintain a professional, organized, and welcoming workplace for employees, visitors, clients, and business partners.
• Manage day-to-day office operations, including office supplies, inventory, mail and deliveries, vendor coordination, equipment needs, maintenance requests, and utility payments for company properties.
• Support office hospitality and meeting needs by coordinating conference rooms, refreshments, and ensuring shared spaces remain prepared and presentable.
• Maintain organized company records, including SharePoint files, digital documents, forms, contact databases, event files, and other administrative resources.
• Support administrative processes including document preparation, scanning, filing, data entry, and document management.
• Assist with team and workplace initiatives, including employee engagement activities and general administrative support.

Benefits

• Medical, dental, and vision insurance
• Paid time off and paid holidays
• 401(k) with company match

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree