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Executive Assistant to Senior Leaders

1 month ago

Chicago, Illinois, United States Heitman Full time
Job Summary

We are seeking an experienced Administrative Assistant to provide comprehensive support to multiple senior leaders in our Acquisitions group. This role requires exceptional organizational and technical skills, as well as the ability to multitask and work in a fast-paced environment.

Key Responsibilities
  • Manage calendars, coordinate meetings, and arrange travel with high attention to detail.
  • Anticipate the needs of leaders and maintain day-to-day workflow.
  • Arrange detailed domestic travel plans and itineraries, and compile documents for travel-related meetings.
  • Handle submissions of expense reports for assigned directors from start to finish.
  • Answer and screen incoming calls and correspondence, and respond independently when possible.
  • Organize and plan team events by coordinating logistics, travel, timelines, and schedules for both external and internal events.
  • Prepare records such as agendas, notices, minutes, and assist in the preparation of investment briefs and presentations.
  • Distribute incoming and outgoing mail and coordinate the pick-up and delivery of express mail services.
  • Assist with special projects as required.
Qualifications
  • Minimum of 3 years of executive-level administrative support or coordinator experience.
  • Embrace a fast-paced environment with proven experience supporting leaders.
  • Excellent listening and analytical skills with clients, internal, and external.
  • Ability to think independently and act with appropriate judgment.
  • Evidence of working collaboratively with teams.
  • Strong written and oral communication skills - clear and organized thinking, an engaging personal style.
  • Strong interpersonal skills - high energy, creative, enthusiastic, results-oriented, self-starter, motivated with a positive, can-do attitude.
  • Strong organization, detail-oriented, and time management skills, ability to manage multiple projects in a fast-paced environment.
  • Proven ability to multitask as you will support multiple executives.
  • Excellent computer skills (PowerPoint, Excel, Word, MS Outlook, etc.).

We are an equal employment opportunity employer and comply with all applicable laws prohibiting discrimination based on race, color, creed, religion, sex, age, national origin or ancestry, physical, medical or mental disability or condition, developmental disability, handicap, denial of family and medical care leave, denial of pregnancy leave, domestic partner status, status as a victim of sexual or domestic violence (or familial relationship to such victim), veteran status, marital status, sexual orientation, arrest records, citizenship status, criminal history that has been expunged, unfavorable discharge from the military, or any other basis protected by federal, state or local laws.