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Executive Assistant

2 months ago

Chicago, United States The Equus Group Full time

Position: Executive Assistant

Location: Chicago, IL

About Our Client:

Our client is a private equity firm that invests in high-growth, middle-market businesses. With a strong entrepreneurial spirit, they are dedicated to partnering with management teams to create long-term value and success. They are seeking a highly organized and resourceful Executive Assistant to support their senior leadership team and play an integral role in their firm’s day-to-day operations.


Position Overview:

The Executive Assistant will provide high-level administrative support to our client’s senior executives while also playing a big role in the day-to-day operations of the office. This role requires a resourceful, proactive individual capable of managing executive-level needs and ensuring the office environment operates efficiently. The ideal candidate will possess excellent multitasking skills, a high degree of professionalism, and a strong sense of responsibility.


Key Responsibilities:

  • Manage complex calendars for senior executives, including scheduling meetings, calls, and appointments, ensuring seamless coordination.
  • Prepare and edit presentations, reports, and documents for executive meetings, maintaining a high standard of accuracy and attention to detail.
  • Organize travel arrangements (domestic and international), including flights, accommodations, ground transportation, and detailed itineraries.
  • Serve as the primary point of contact for executive correspondence, handling emails, calls, and other communications with discretion and professionalism.
  • Coordinate internal and external meetings, preparing agendas and materials, and ensuring executives are well-prepared.
  • Track and process executive expense reports, ensuring timely and accurate submissions.
  • Oversee daily office operations, including ordering office supplies, maintaining office equipment, and ensuring a clean and organized workspace.
  • Serve as the point of contact for office vendors and service providers (e.g., cleaning services, IT support, supply deliveries).
  • Manage office-related budgets and expenses, including tracking office supply inventory and vendor invoices.
  • Assist with the planning and execution of company-wide events, meetings, and conferences, including booking venues, coordinating catering, and arranging logistics.
  • Maintain office filing systems, both physical and digital, ensuring easy access to important documents and records.
  • Greet and welcome guests, ensuring a professional and welcoming environment.
  • Assist with special projects and initiatives, providing support on an as-needed basis to ensure the smooth operation of the office.


Qualifications:

  • Bachelor’s degree required.
  • 2-6 years of professional experience, minimum of 2 years as an executive assistant or similar role required, preferably in private equity, finance, or professional services.
  • Strong organizational skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
  • Excellent written and verbal communication skills, with a professional demeanor and attention to detail.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools and CRM systems.
  • Ability to work independently and handle tasks with minimal supervision, demonstrating a high level of initiative and problem-solving skills.
  • Experience managing executive travel arrangements, calendars, and meeting coordination.
  • High level of discretion and ability to handle confidential information with integrity.
  • Strong interpersonal skills with the ability to interact effectively with individuals at all levels of the organization.


The Equus Group is an Equal Opportunity Employer and takes pride in maintaining a diverse environment. We do not discriminate in recruitment, hiring, training, promotion or any other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, marital or veteran status, disability, or any other legally protected status.