Executive Assistant - Investment Banking

Baird • Chicago, IL

2d • $60,000 - $90,000 • Hybrid

About The Position

About the Role: Join our Global Investment Banking team as an Executive Assistant. Benefit from tailored mentorship, learning resources, and clear career paths. Support the team in administrative tasks, client relations, marketing, and talent development. The role involves managing calendars, arranging meetings, handling travel arrangements, and overseeing deal processes. Analytical skills are essential for research and effective communication. Building relationships is crucial. Training opportunities for career growth are provided. The Executive Assistant supports senior bankers, requiring confidence, proactive thinking, organizational skills, analytical and technological competencies, and adherence to confidentiality protocols. This position offers flexibility to work Tuesday, Wednesday and Thursday in the Milwaukee office and Monday and Friday remote. Subject to change based on business needs. The Impact You’ll Make: Be the organizational backbone by managing complex calendars, coordinating meetings, and resolving scheduling conflicts across teams and time zones. Own the logistics for internal and external meetings, including booking conference rooms, arranging catering, and liaising with vendors. Plan seamless travel experiences—domestic and international—by creating personalized itineraries and staying up-to-date on travel policies. Handle expense management with precision, ensuring timely submission and tracking for designated bankers. Support business development efforts by coordinating client meetings, managing NDAs, assisting with industry events, and helping with deal execution. Build strong relationships with bankers and peers through collaboration, responsiveness, and a team-first mindset. Maintain data integrity in Salesforce through accurate entries and regular cleanups. Coordinate shipping logistics with the Mailroom team for timely delivery of important materials. Provide coverage for other assistants during absences, ensuring continuity and support. Represent Baird professionally in all client interactions, both in-person and over the phone. A passion for organization and problem-solving. Strong communication skills and a client-service mindset. Ability to thrive in a collaborative, high-performance culture. Experience in a fast-paced, professional services environment is a plus.

Requirements

• High school diploma or equivalent required; college coursework or degree a plus
• Minimum of 5 years of administrative experience, preferably in financial services or a fast-paced professional environment
• Proven ability to manage complex calendars and coordinate schedules across multiple stakeholders
• Exceptionally organized and detail-oriented, with the ability to prioritize and multitask effectively
• A proactive, resourceful self-starter who thrives on solving problems and anticipating needs
• Strong written and verbal communication skills with a professional and client-focused demeanor
• Comfortable working independently while maintaining high levels of accuracy and efficiency
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Experience with travel and expense systems (e.g., Concur) preferred
• Familiarity with CRM platforms such as Salesforce is a plus
• Exposure to AI tools (e.g., Copilot, ChatGPT) is a bonus and reflects our forward-thinking environment

Nice To Haves

• Experience in a fast-paced, professional services environment
• Experience with travel and expense systems (e.g., Concur)
• Familiarity with CRM platforms such as Salesforce
• Exposure to AI tools (e.g., Copilot, ChatGPT)

Responsibilities

• Managing complex calendars
• Coordinating meetings
• Resolving scheduling conflicts across teams and time zones
• Owning the logistics for internal and external meetings
• Booking conference rooms
• Arranging catering
• Liaising with vendors
• Planning seamless travel experiences—domestic and international—by creating personalized itineraries and staying up-to-date on travel policies
• Handling expense management with precision
• Ensuring timely submission and tracking for designated bankers
• Supporting business development efforts by coordinating client meetings, managing NDAs, assisting with industry events, and helping with deal execution
• Building strong relationships with bankers and peers through collaboration, responsiveness, and a team-first mindset
• Maintaining data integrity in Salesforce through accurate entries and regular cleanups
• Coordinating shipping logistics with the Mailroom team for timely delivery of important materials
• Providing coverage for other assistants during absences, ensuring continuity and support
• Representing Baird professionally in all client interactions, both in-person and over the phone

Benefits

• $60,000-90,000 annual salary range
• You’ll have the opportunity to advance your career while enjoying our comprehensive benefits designed for your life, career and future.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED