Administrative Assistant

Founded in 1997, Gresham Partners, LLC is a Chicago-based wealth management firm managing $10 billion in investments for a select group of ultra-high-net-worth families nationwide.

The firm is distinguished by its independent thinking, investment strategy, and performance outcomes. The Administrative Assistant will support the Administrative and Client Service teams in various ways.

Strong service orientation and a commitment to quality are essential for scheduling client meetings, coordinating travel plans, preparing meeting materials, ensuring effective client communications, and maintaining confidentiality when handling sensitive information.

Responsibilities :

Administrative Support

• Proactively reach out to Advisor(s) to assess support needs.
• Handle calendars by scheduling and managing appointments, resolving conflicts, and noting changes.
• Ensure consistent phone coverage.
• Perform copying, filing, faxing, and FedEx tasks as needed.

Client Meetings

• Ensure regular monitoring of the client material delivery schedule to keep track of work deadlines.
• Keep Advisors and Client Associates informed about any updates impacting workflow and service delivery.
• Prepare meeting materials (agendas, books letters, memos, presentations, etc.)
• Format graphics, charts and slides.
• Assemble, copy, collate, and bind.

Travel Planning

• Coordinate travel arrangements (Air, hotel, ground transportation) and develop detailed itineraries as required.
• Produce, reconcile, and track expense reports.
• Client Communications
• Respond to requests from Client Service to assist clients, as well as their attorneys, accountants, and other service providers when necessary and appropriate.
• Proof and format documents in a timely fashion and coordinate document production.
• Prepare and distribute follow-up information to Advisors and Client Associates.

General Office Administration

• Maintain a clean and orderly office environment
• Provide backup support for administrative team and reception coverage
• Order supplies

Education, Experience & Skills :

• Bachelor’s degree preferred.
• Minimum 2 years of administrative support experience; finance industry experience strongly preferred.
• A motivated individual displaying consistently high attention to detail, accuracy, and thoroughness.
• Excellent grammar, editing and proofing skills required.
• Delivers clear, effective communication and commits to understanding others.
• Advanced knowledge of MS Excel, Word, PowerPoint, and Outlook.
• Demonstrated team player with a positive attitude.
• A strong commitment to provide exceptional customer service.
• An ability to work well under pressure, juggle tasks, and work efficiently against deadlines.
• Ability to live and work in the U.S., Gresham Partners is not able to sponsor Visas for this position

Benefits :

• Medical, Dental & Vision (HSA, FSA options)
• Employer Paid Life Insurance
• Employer Paid Short Term Disability
• Employer Paid Parental Leave (12 weeks)
• Optional Life Insurance, Long Term Disability, Spousal & Child Life Insurance
• 401(k)
• 15 Vacation Days, 5 Sick Days, 1 Floating Holiday
• Education Reimbursement Programs

Physical Demands : The physical demands described here are representative of those that must be met by an employee to successfully perform the duties and responsibilities of this job.

Must be able to :

• Remain stationary for reasonable periods of time typing and / or reading at a computer
• Move around an office environment during a workday
• Work in-person in downtown Chicago
• Communicate with employees, customers, and / or vendors by telephone and in person
• Process transactions on a computer
• Sustain mental / visual attention for reasonable periods of time

Reasonable accommodations may be made to enable employees with disabilities to perform the duties and responsibilities.