Executive Assistant

Eastdil Secured istheglobal real estate investment bank that uniquely combines commercial real estate and capitalmarketsexpertise. Weprovidetruly independent advice with the mission to drive value for our clients through creative actionable ideas and flawless execution. Our knowledge-driven team iscomprisedof remarkable people who are seamlessly connected across all levels and geographies merging experienceexpertise and resources to deliver the best strategies from around the globe. With a focus on serving our clients we thrive on collaboration to execute the worlds most dynamic transactions.

At Eastdil Secured we seek individuals who have theexpertise integrity and dedication needed to drive meaningful impact for our clients. We hire and advance based on merit and actively engage talent with diverse backgrounds and perspectives fostering a culture of creativity and innovation throughout our company.

This position is a full-time in-person role in our Chicago IL office. An Executive Assistant with Eastdil Secured performs a broad variety of administrative tasks in a fast-paced work environment. This role provides administrative support to multiple transaction professionals as well as back-up support to the broader team and office.Teamwork is integral to thisroleand the ability to work well with all levels of internal team members as well as outside clients and vendors is.

Essential Functions

• Provide administrative support to transaction professionals with complex needs including travel itineraries and agendas and meeting calendars

• Works closely with transaction professionals to keep them well informed of upcoming commitments and responsibilities following up appropriately.

• Acts as a barometer: having a sense for the issues taking place in the environment and keeping the team updated as needed

• Plan coordinate and ensure meetings are scheduled rescheduled or prioritized based on business needs

• Own Gateway role: communicating with broader team constantly to increase efficiency. Establish and implement team scheduling best practices byleveragingES software and applications.

• Completes a broad variety of administrative tasks in addition to managing time and travel including tracking expenses completing &submittingexpense reports within required deadlines composing and preparing correspondence processing charitable contribution requests and managing client gifts and entertainmentin accordance withgift and entertainment policies and procedures

• Assistin editing formatting and printing presentations and documents using Power Point WordExceland PDF

• Completes personal requests as needed (personal travel errands etc.)

• Successfully completes all aspects of deliverables with a proactive hands-on solutions-oriented approach

• Provide occasional back-up support to other Executive Assistants including supporting the transaction process and collaborating with support teams across multiple offices
  

Office Management

• SupportFacilities Manager (off-site) and work with Admin Services to ensure that Chicago IL office isoperatingsmoothly

• Conduct inventory assessment and complete weekly office supply and snackorders

• Maintain basic office equipmentresolving office-related malfunctions and responding to requests or issues

• Assistwith food orders luncheon planning and planning of other business-related meetings and events as requested

• Managelogisticsfor in-office new hire onboarding (set up desks phones computers etc.)

Deal Administration

• Provide executive deal administrative support as needed to transaction professionals and deal team

• Support transaction and deal team by managing and organizing internal databaseassistingwith deal marketing process ensuringtimelydistribution of marketing materials performing data reporting using Eastdil Secured proprietary applications and coordinating with internal and external counsel as needed

• Proactively manage end-to-end deal administrationprocess including coordinating closing dinners arranging event related items such promotional materials wine distribution etc.

Event Management

• Help with planning and execution process for small local events on behalf of the team and supporting other events as needed (closing dinners small happy hours golf outings etc.)

• Track key milestones including budget attendee management risk management as well as venue transportation and accommodation confirmation

• ProactivelysubmitGift & Entertainment approvals according to policy

• Act as onsite coordinator day-of to ensure seamless event delivery

• Some travel may be

Education and Qualifications

• Bachelors Degree preferred

• 5 years of experience in a corporate environment working with senior-level executives

Experience Skills and Competencies Required

• Very strongorganizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

• Strong interpersonal skills and the ability to build relationships across the broader team and the firm

• Expert level written and verbal communication skills

• Demonstrated proactive approaches to problem-solving with strong decision-making capability

• Emotional maturity

• Highly resourceful team-player with the ability to also be extremely effective independently

• Proven ability to exercise discretion be adaptable to various competing demands anddemonstratethe highest level of customer/client service and response

• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment

• Forward looking thinker who actively seeks opportunities and proposes solutions

• Experience coordinating complex calendars & managing expenses for multiple team members

• Tech-savvy and excellent computer skills. Proficient in MS Office (Outlook Excel Word and PowerPoint) Microsoft TEAMS and Zoom.

• Apple devicefor remote connectivity

• Concur expense management and travel booking experience a plus

Other Duties

Pleasenotethis job description is not designed to cover orcontaina comprehensive listing of activities duties or responsibilities that arerequired ofthe employee for this job. Duties responsibilities and activities may change at any time with or without notice.

Eastdil Secured (ES) is an equal opportunity employer. All employment decisions are made without regard to anycharacteristicprotected by applicable federal state or local law. ES will provide reasonable accommodations to applicants and candidates upon request consistent with applicable law. Applicants who requirean accommodationtoparticipatein the application or interview process should contact.

ES will not sponsor visas for these positions and will not hire individuals whose work eligibility is based on for example F-1 or other student visa addition not only must candidates be able to work in the United States without sponsorship when hired they mustmaintainthe ability to work in the U.S. without sponsorship throughout their employment.

Required Experience:

Senior IC