Executive Assistant

Company Description

A Chicago-based real estate investment and development firm with a 25-year history of structuring and executing complex real estate investments through strategic public-private partnerships. Headquartered in Chicagos Loop the firm works with institutional capital partners government agencies and corporate stakeholders to deliver innovative affordable housing and commercial investment strategies that generate long-term value.

Our team combines the agility of an entrepreneurial firm with the discipline of institutional real estate offering professionals the opportunity to work across acquisitions development capital markets asset management and investment strategy. Join us in shaping the future of responsible real estate investment by creating places that generate enduring value for investors businesses and the communities we serve.

Location:Chicago IL (In-office)
Schedule:Full-time MondayFriday-This role requires flexibility to accommodate the scheduling needs of the CEO and occasional business activities outside of standard office hours.
Compensation:$70000-$90000annually depending on experience

Position Description

TheExecutive Assistantprovides high-level administrative and operational support to the Chief Executive Officer while helping manage the day-to-day needs of the office. This role serves as a trusted partner to the CEO ensuring priorities are organized communications are handled professionally meetings and engagements are prepared and critical details areanticipatedand executed.

The ideal candidate is highly organized technologically capable proactive and comfortable working in a fast-paced entrepreneurial environment. This individual should enjoy variety take ownership of responsibilities andhave the ability toanticipateneeds before they arise. The role requires strong judgment professionalism discretion and the ability to interact confidently with executives investors partners vendors and community stakeholders.

Essential Functions

EXECUTIVE ASSISTANT SUPPORT

- Manage andmaintainthe CEOs calendar including scheduling meetings coordinating appointments and prioritizing competing demands
- Prepare meeting agendas materials presentations briefing documents and other resources needed for CEO meetings company board meetings external board engagements speaking opportunities and business activities
- Support preparation for company board meetings and external board engagements including coordinating agendas materials presentations schedules meetinglogistics and follow-up items
-Create and edit professional presentations documents and communications using tools such as Microsoft Office Canva Adobe Creative Suite and InDesign
-Coordinate domestic travel arrangements conference registrations detailed itineraries and meetinglogistics
- Support planning and execution of industry community charitable philanthropic and business developmenteventsand commitments
- Manage communications and correspondence with investors government officials tenant prospects C-level executives vendors board members and other external stakeholders
-Prepare CEO and leadership team members for meetings by ensuring necessary information materials andlogisticsare organized in advance
-Coordinate executive meetings including refreshments meals conference room preparation and overall meeting experience
- Maintain executive contacts business card records CRM information and relationship management systems
- Assistwith light accounting support including budget tracking expense reconciliation and other financial coordination as needed
-Assistwith special projects research and business initiatives as assigned by the CEO
-Represent the company professionally at meetings events and external engagements
-Anticipate CEO needs and proactivelyidentifyopportunities to improve organization efficiency and effectiveness

OFFICE ADMINISTRATION

- Open the office each morning and helpmaintaina professional organized and welcoming workplace for employees visitors clients and business partners.
-Manage day-to-day office operations including office supplies inventory mail and deliveries vendor coordination equipment needs maintenance requests and utility payments for company properties.
-Support office hospitality and meeting needs by coordinating conference rooms refreshments and ensuring shared spacesremainprepared and presentable.
-Maintain organized company records including SharePoint files digital documents forms contact databases event files and other administrative resources.
-Support administrative processes including document preparation scanning filing data entry and document management.
-Assistwith team and workplace initiatives including employee engagement activities and general administrative support.

Qualifications

- Bachelors degree preferred in business finance real estate communications marketing or a related field
-35 years of experience as an Executive Assistant or in a high-level administrative support role providing direct support to senior executives business owners or leadership teams
-Experience with Canva and Adobe Creative Suite including InDesign isrequired
-Proficiencywith Microsoft Office Suite including PowerPoint Word Outlook and Excel isrequired
- Experience with CRM systems Salesforce or similar platformsispreferred
-Interest in or familiarity with real estate finance investing or professional services environments is strongly preferred
-Demonstrated experience managing executive calendars coordinating complex schedules and travel preparingpresentationsand meeting materials and supporting executive meetings or board engagements
-Strong organizational skills with the ability to manage multiple priorities deadlines and confidential information
-Exceptional written and verbal communication skills witha high levelof professionalism
-Ability toanticipateneeds exercise sound judgment and work independently
-Strong technology skills and ability to quickly learn new systems and tools
-A proactive resourceful and adaptable mindset with a willingness to learn and take ownership
-Ability to interact professionally with executives investors clients vendors and community partners

Work Environment

This is an in-person role based in our Chicago office. The position requires regular interaction with leadership employees visitors vendors and community partners.

Flexibilityoutside ofnormal business hours may berequiredfor company events meetings or special projects.

The ideal candidate enjoys being involved takes pride in creating a positive workplace experience and finds satisfaction in helping others succeed by keeping the office organized welcoming and running efficiently.

Compensation

Salary: $70000-$90000 annually depending on experience

Benefits

- Medical dental and vision insurance
-Paid time off and paid holidays
-401(k) with company match