Senior Executive Assistant

Full Job Description

The Company:

Mesirow is an independent, employee-owned firm founded in 1937. As specialists in investment, risk management and advisory services, we are committed to helping our institutional, corporate, and individual clients achieve their objectives. We are proud of Mesirows culture of fostering team member engagement, entrepreneurship, and empowerment. Our positive culture, volunteerism, and opportunity for advancement makes Mesirow one of the few employers to be included in both Chicago Tribunes Top Places to Work and Crains Best Places to Work in Chicago.

Our advisors provide investment and fiduciary services to individuals, families, corporations, and non-profit organizations. With over $8.2B in assets under management, we have earned a reputation for effectively managing our clients needs and goals. Wealth Management has been Mesirows flagship business for over 80 years, built around our trusted advisors, with an average tenure of over 20 years.

The Opportunity:

We are seeking a Senior Executive Assistant to support the President and CEO of our Wealth Advisors business. In addition, this role will provide support to the Managing Director of Operations and other leadership team members. The position will be located at our Highland Park office with occasional travel to our Chicago Headquarters. The position requires a wide range of administrative skills, excellent attention to detail, the ability to work independently, maintain confidentiality, exercise judgment and deal with competing demands.

Primary Duties and Responsibilities:

• Provide advanced administrative support including but not limited to, managing the calendar, monitoring e-mail and voicemail, screening calls, handling mail, travel arrangements, preparing presentations, gathering material in preparation for meetings and compiling and submitting expense reports.
• Responsible for producing professional, grammatically correct, C-suite level correspondence without editing or oversight.
• Manage and assemble highly confidential and sensitive information in a professional and discrete manner.
• Coordinate, follow-up and confirm travel arrangements and changes, such as flights, lodging and ground transportation.
• Provide professional representation on all aspects of work including answering phones, greeting and interacting with internal and external clients.
• Ability to help plan and execute internal employee events along with client events (in conjunction with our marketing team).
• Act as liaison to Mesirows information technology department with respect to various project implementations, technology enhancements, and maintaining an adequate inventory of equipment.
• Assist in the onboarding of new Wealth Management employees.
• Serve as a liaison between corporate facilities and the Highland Park office.
• Maintain electronic and paper files on correspondence, clients, reports and other records by inserting new documents and disposing of outdated material.
• Assist in ad-hoc special projects as requested by Wealth Management Leadership.

Requirements:

• Bachelors degree preferred.
• 5-10 years of administrative or operational support experience, preferably within financial or professional services or other client service business.
• Advanced knowledge of MS 365 and the Internet, and strong technical aptitude.
• Ability to handle heavy demands efficiently, meet deadlines and work effectively in stressful situations.
• Experience analyzing and resolving office administrative and procedural issues.
• Ability to exercise discretion and maintain confidential information and display the highest personal and professional integrity.
• Excellent organizational skills with the ability to complete tasks with superior accuracy.
• Polished written and verbal communication skills, strong interpersonal skills.
• Positive and approachable demeanor.
• Excellent attention to detail.
• Ability to complete tasks on own initiative, be a self-starter, and work with autonomy.
• Contact management, including Microsoft Dynamics, is a plus
• Flexibility in schedule to provide assistance outside of normal business hours and the ability to work from our Chicago office as necessary.

EOE