Executive Assistant

About Elementum

Elementum Advisors, LLC is an independent, SEC-registered alternative investment manager specializing in insurance linked securities and private collateralized reinsurance investments. Elementum was l aunched in December 2009 and was founded by two ILS industry pioneers. The firm operates from two offices, its headquarters in Chicago and from Bermuda through Elementum (Bermuda) Ltd.

Position Summary

Elementum is seeking a detail-oriented Executive Assistant to support the firm’s Catastrophe Bond Investment and Business Development Teams. Reporting to a Founding Partner, the Executive Assistant will support three Partners and handle travel and expense administration for additional team members. The successful candidate will efficiently manage calendars, coordinate travel, compile and process expense reports, and liaise with internal and external stakeholders in an expeditious, professional, and diplomatic manner. This is a full-time role based out of the firm’s Chicago office with the expectation of a hybrid work model, i.e. 1-2 days per week in the office and flexible remote work options for the remainder of the week.

Position Responsibilities

Daily responsibilities will include:

• Providing daily administrative support for designated leaders, effectively prioritizing conflicting needs and addressing matters promptly while upholding a high level of confidentiality and attention to detail.
• Proactively anticipate needs, take the initiative to address matters without being prompted. Establish a reminder system for regular requests and plan ahead for upcoming meetings.
• Coordinating and facilitating meetings and events, both onsite and offsite, by managing logistics, arranging catering, and assisting with the preparation and production of meeting materials.
• Planning all aspects of international and domestic travel, identifying potential travel conflicts, and addressing unforeseen travel issues as they arise, working swiftly to resolve them.
• Managing expense receipts and reports through Expensify, Excel, and Paycom for all travel related to the two supported teams, ensuring timely submission of reports.
• Maintaining a comprehensive database of key contacts in each city/region, tracking historical meeting dates and agendas. Leverage the database to flag contacts and plan travel schedules to optimize efficiency.
• Creating, editing, and proofreading correspondence, agendas, presentations, expense reports, and various other documents.
• Overseeing extensive calendar management across multiple time zones, highlighting upcoming meetings and preparing advance materials as necessary.
• Debriefing after trips and key meetings to capture notes and next steps, tracking follow-up activities.
• Acting as the primary point of contact for assigned leadership within the firm, scheduling meetings, crafting agendas, and tracking important emails or notes for follow-up.
• Performing other duties as required.

Position Qualifications

Successful candidates will bring the following:

• Bachelor’s degree or equivalent work experience.
• 5+ years of proven experience as a trusted assistant to a senior executive team.
• 2+ years of experience working for an investment manager, hedge fund, or management consultant is preferred.
• Excellent interpersonal skills; the candidate will have significant contact with outside investors, board members, and senior management.
• Proven track record in handling complex, international travel arrangements and travel issue resolution.
• Professional demeanor at all times by exhibiting discretion and sound professional judgment.
• Excellent written and verbal communication skills.
• Keen attention to detail, highly organized, and process driven.
• High proficiency in calendar management, Expensify, basic Excel functions, and Microsoft Office Suite.
• A positive attitude and an ability to work independently – critical thinking, problem solving, adaptability, flexibility, proactivity, and openness to feedback are critical to the candidate’s success.
• The ability to collaborate effectively with others at all levels of the firm.
• Flexibility to work the hours necessary to execute on deliverables.
• Ability to prioritize tasks and achieve results in a cross-functional team environment.
• Team player mentality with strong communication skills.
• Strong analytical skills; ability to identify problems and recommend solutions.
• Thrive in a fast-paced working environment…