Hybrid Executive Assistant to CEO/Office Manager (2 DAYS IN OFFICE)

An investment advisory firm in the Loop is seeking an Executive Assistant to the CEO who will also serve as Office Manager and support the team. The office has a casual, drama-free work environment. We’re looking for a self-directed, flexible problem-solver who embraces the challenges and rewards of a close-knit, entrepreneurial office environment. There are 10 employees in the office, 15 remote employees, and 70 contractors. The role is hybrid: 2 days in office, 3 days remote.

About the Job:

• Manage complex calendaring for CEO and C-Suite, often involving multiple parties and time zones
• Attend meetings, take notes, and follow up on action items
• Coordinate internal and external in-person meetings and events, including the firm’s annual three-day conference
• Make travel arrangements for CEO, including flights, hotels, rental cars, and other supporting reservations
• Provide administrative support for CEO, including expense reports and tracking regulatory requirements and deadlines
• Plan events, including the annual meeting and smaller cocktail parties
• Proofread and fact-check documents
• Perform additional duties as needed
• Serve as firm liaison with building management, third-party IT vendor, phone system/web conference provider, copier maintenance support, etc.
• Ensure the smooth day-to-day operations of our Chicago headquarters office and support the Jefferson City, MO office
• Oversee office operations, including ordering supplies and office equipment to ensure a functional and comfortable workspace
• Coordinate with building management, order supplies, plan events, and contribute to project-based initiatives.
• Manage office mail and packages

About You:

• Five or more years of related work experience
• Exceptional planning, organizational, and time management skills, with the ability to anticipate CEO needs, prioritize competing demands, meet deadlines, and follow through with responsiveness and accuracy
• Strong interpersonal skills: ability to collaborate with colleagues, clients, and external partners
• Initiative and sound judgment, operating independently while adhering to established policies and procedures
• Strong writing and proofreading skills
• Proficiency in Microsoft Office suite
• College degree preferred

Medical, vision, dental, life insurance, 401K, paid vacation

Hours are flexible: 8-4, 8:30-4:30 or 9-5