Executive Assistant

Location: Chicago, IL

Work Schedule: Full-time, five days per week in the office

Compensation: $80,000–$100,000 base salary + 10–20% target bonus

Company Overview

Our client is an established middle-market private equity firm and they are led by a long-tenured group of senior investment professionals.

The Opportunity

Our client is seeking a highly organized, proactive, and service-oriented Executive Assistant to join its Chicago-based team.

This individual will support a group of approximately 3–4 senior investment professionals , which may include Partners, Principals, Vice Presidents, and other senior members of the investment team.

The ideal candidate genuinely enjoys administrative and executive support work and takes pride in keeping busy professionals organized, prepared, and operating efficiently. This is a hands-on, execution-focused role requiring exceptional attention to detail, initiative, follow-through, and the ability to anticipate needs in a fast-moving environment.

Key Responsibilities

Executive Support & Calendar Management

• Manage complex and frequently changing professional calendars for multiple senior executives.
• Prioritize and coordinate meetings, calls, appointments, conferences, and other commitments.
• Maintain a forward-looking view of executives’ schedules and proactively identify upcoming travel, meetings, and logistical needs.
• Coordinate schedules and logistics with other Executive Assistants when multiple executives are traveling or attending the same events.
• Screen phone calls, take and relay messages, and interact professionally with individuals across all levels of an organization.
• Draft correspondence, thank-you letters, and other professional communications.
• Provide light personal support as needed, which may include coordinating family travel, holiday cards, flowers, gifts, or occasional personal errands.

Travel & Expense Management

• Arrange and coordinate complex domestic and international travel, including flights, hotels, ground transportation, and related logistics.
• Anticipate travel needs and proactively prepare arrangements for upcoming conferences, meetings, and business development activities.
• Manage and process executive expense reports using Ramp and other applicable systems.
• Provide both system-based and more traditional/manual expense support depending on executive preferences.
• Coordinate travel logistics across multiple executives and members of the Executive Assistant team.

Meeting & Event Coordination

• Coordinate meetings, appointments, and related logistics for senior investment professionals.
• Assist with planning and execution of internal and external events, including advisory board meetings, annual investor meetings, and other firm events.
• Arrange meeting rooms, transportation, schedules, and other logistical details as needed.
• Support business development and investment team activities by ensuring executives are prepared and logistics are in place.

Administrative & Office Support

• Enter, update, and maintain information and contacts across multiple databases and systems.
• Maintain organized, accessible filing and document management systems.
• Assist with onboarding, offboarding, and occasional personnel-related administrative tasks.
• Support office operations and shared administrative responsibilities, including:
• Ordering phones and equipment.
• Coordinating building or office needs.
• Managing office supplies.
• Assisting with kitchen, refrigerator, coffee, and other shared office needs.
• Provide backup support to other Executive Assistants during PTO, busy periods, or periods of increased workload.

What We’re Looking For

The ideal candidate is highly organized, dependable, proactive, and comfortable supporting multiple senior-level professionals with different working styles and preferences.

This person should be someone who naturally thinks ahead and looks at the broader picture. Rather than simply reacting to requests, they will anticipate upcoming needs and take action before something becomes urgent.

For example, if an executive has an upcoming conference or business trip, the Executive Assistant should proactively ensure travel, hotel accommodations, transportation, and other relevant logistics are addressed well in advance.

Success in this role requires a positive, team-oriented mindset and a willingness to step in wherever needed. The strongest candidates will…