Investor Relations Administrative Assistant

The Inland Real Estate Group of Companies•Oak Brook, IL

16d•$31 - $38

About The Position

The Administrative Assistant in the IPC Investor Relations Department plays a pivotal role in ensuring seamless, accurate, and timely investor communications across more than 150 real estate investment funds. This position combines exceptional organizational and logistical skills with a commitment to precision and compliance. The role is primarily responsible for managing multi-channel distribution of investor letters and quarterly reports, maintaining robust mailing systems, and supporting key departmental operations. As an advocate for process innovation, the Administrative Assistant leverages AI tools such as Microsoft Copilot to enhance efficiency, streamline workflows, and uphold the department’s high standards of professionalism and service.

Requirements

This position requires a High School diploma, GED, or equivalent professional knowledge and/or work experience.
This position requires a minimum of three years of prior administrative support, preferably in real estate, finance, or investment industries.
Strong organizational skills and meticulous attention to detail are required for this position.
Ability to work in a fast-paced environment and handle multiple tasks simultaneously.
Excellent verbal and written communication skills are required for this position.
Ability to work both with a team and independently with minimal supervision.
Proficient skills in Microsoft Outlook, Word, Excel, and Adobe Acrobat are required.
Keyboarding skills are required for this position, at least 40 WPM.

Nice To Haves

Associate Degree in Business Administration preferred.
One year or more of communications, journalism, or marketing experience is strongly preferred.
Familiarity with and ability to apply style and brand guidelines are preferred.
Familiarity with HubSpot is preferred.
Experience with CRM software is preferred.

Responsibilities

Demonstrates highest standards of personal and professional integrity, adheres to company’s policies and procedures, and complies with applicable laws, government rules and regulations.
Prepares, formats, and distributes investor communications through mail, email and investor portal, ensuring timely delivery.
Coordinates with various internal teams and external third parties to confirm content accuracy and compliance before dissemination.
Prints documents for signature and/or mailing and coordinates mailings.
Organizes, maintains and updates mailing lists, files, spreadsheets, documents, web pages and distribution lists with current data. Distributes files, lists and documents as appropriate.
Administers investor e-mail campaigns through Outlook and HubSpot, including scheduling and monitoring delivery.
Leverages Microsoft Copilot or similar AI tools to streamline letter workflows, improve accuracy and productivity, and enhance efficiency in reporting and communications processes.
Be an AI champion—understand, advocate for, and use AI to enhance processes and create efficiencies.
Schedules and coordinates meetings, appointments, conference calls, site visits and travel arrangements.
Handles incoming correspondence, ensuring prompt and professional responses.
Tracks and reporst on communication timelines and completion status.
Liaises with external vendors.
Manages department equipment, ensuring functionality and readiness for use.
Monitosr/orders stock of mailing supplies (e.g., envelopes, letterhead, postage materials) to support communication workflows.
Other duties as assigned.