Executive Administrative Assistant

Job Title: Executive Administrative Assistant

Location: Oakbrook Terrace, IL

Job Description:

Seeking a highly experienced Executive Administrative Assistant to provide comprehensive office management and administrative support to the office, reporting into the Chief Operations Officer. This role is essential in ensuring smooth day-to-day operations while assisting in key areas such as compliance, accounting, wealth management, and investment management.

Key Responsibilities:

• Office Management: Oversee office supplies, reception duties, and coordinate maintenance needs to ensure efficient office operations.
• Document Management: Handle scanning, filing, tracking deliverables, managing files, and overseeing DocuSign processes.
• Meeting & Event Coordination: Assist with scheduling, travel arrangements, and light event planning.
• Reporting & Data Management: Run, format, and organize reports for various business functions.
• Financial Support: Assist with money movements and bill payments, ensuring accuracy and timely processing.
• Presentation Preparation: Create and edit PowerPoint presentations for internal and external use.
• Excel & Administrative Support: Organize and manage information using Excel and other software as needed.

Qualifications & Skills:

• 10 years of experience in administrative support, preferably in a finance, investment, or professional services environment.
• QuickBooks experience preferred.
• Strong organizational skills with the ability to prioritize tasks and meet deadlines.
• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook).
• Experience with DocuSign and financial reporting tools is a plus.
• Excellent communication skills with a high level of professionalism and discretion.
• Ability to work independently while collaborating with executive leadership and internal teams.

This is an exciting opportunity for a seasoned administrative professional to contribute to a dynamic and growing organization. If you thrive in a fast-paced environment and enjoy supporting leadership with high-level administrative functions, we encourage you to apply.