Administrative Assistant

About the Role

An Administrative Assistant is needed to support the firm’s senior leadership team in Chicago at a leading Financial Services firm. This role provides administrative support, partners with the Executive Assistant on firm events and initiatives, and helps maintain smooth office operations. The position offers exposure to private equity firm operations, including deal processes, portfolio company activities, and investor relations.

Key Responsibilities

• Provide hands-on administrative support to Managing Partners and the broader team.
• Partner closely with the Executive Assistant to ensure day-to-day operations run smoothly.
• Manage complex calendars and scheduling across multiple time zones.
• Coordinate detailed domestic and international travel, including itineraries and logistics.
• Prepare and edit presentations, correspondence, meeting materials, and other documents.
• Serve as a liaison between senior leaders and internal and external contacts.
• Handle sensitive information with professionalism, discretion, and confidentiality.
• Support the planning and execution of firm events, including AGMs, board meetings, portfolio summits, offsites, client dinners, and team gatherings.
• Coordinate event details such as vendors, guest lists, RSVPs, logistics, materials, and on-site support.
• Oversee day-to-day office needs, including supplies, facilities, service providers, and vendors.
• Welcome and host office visitors while coordinating conference rooms and meeting setups.
• Assist with special projects, research, and operational initiatives as needed.

Requirements & Tech Stack

• Strong proficiency with Microsoft Office, including Outlook, PowerPoint, Excel, and Word.
• Familiarity with CRM systems is helpful.

Qualifications

• Bachelor’s degree or equivalent combination of education and professional experience.
• Previous experience in administrative, executive support, office coordination, or a similar role.
• Experience supporting senior-level executives.
• Experience in private equity, investment banking, financial services, or professional services is a plus.
• Experience with event planning, coordination, or logistics is a plus.
• Excellent written and verbal communication skills with a polished, professional presence.
• Highly organized with the ability to manage multiple priorities, stay ahead of deadlines, and follow through on details.
• Strong judgment and the ability to handle confidential information with discretion.
• Proactive, resourceful, and service-oriented with a willingness to assist wherever needed.