Administrative Assistant, Buffalo Grove, IL (Hybrid)

The Administrative Assistant Private Investments. You will play a pivotal role within a Financial Services firm. You will be orchestrating activities across corporate functions and driving the execution of critical internal processes.

This role is about making things happen whether it’s organizing complex information, managing high-value relationships, or tracking investment performance.

With direct reporting to the COO, the ideal candidate will be someone with an eye for detail, a knack for organization, and the ability to handle sensitive information with utmost discretion.

This is a key position for someone looking to make a meaningful impact in a dynamic environment.

Responsibilities

• Organize actions across departments and ensure fluid execution of multiple processes including, agenda development and management for weekly Investment Team meetings and recording of minutes.
• Manage scheduling and documentation of tasks and management of deadlines.
• Coordinate with the legal and finance department to ensure completion of transaction-related documents.
• Verify all internal requirements are satisfied in investment closing processes to ensure adherence to company best practices.

Improve and document investment processes and workflow status.

• Organize file storage and investment reporting materials across existing investment portfolios.
• Manage the CRM platform including recording and updating the platform with investment activities.
• Generating internal monthly, quarterly, and annual reports.
• Executing queries within the platform for analysis and insights.
• Anticipate meeting needs including reviewing and securing options for space, technology resources, food and beverage service, providing guest access to the building, and hosting arrivals.
• Calendar management and travel arrangements for team-related meetings.
• Provide operational support and special projects for VP Investments and Managing Director.
• Handles routine correspondence and communications on behalf of the executive office.
• Act as a liaison between the investment team and other departments, ensuring effective communication and collaboration.
• Liaise with clients, portfolio companies, service providers, and other Family Offices.
• Act as backup support for any additional office needs for other Senior Leadership members.

Ideal Experience

• A bachelor’s degree in a related field with 2-4 years of experience as an administrative professional.
• Industry preference in hedge fund, private equity, or wealth management industry.
• Detail-oriented and comfortable working in a fast-paced, unstructured office environment.
• Strong organizational and time-management skills.
• Ability to handle multiple tasks while properly prioritizing urgent and high-impact work.
• Initiate and proactively seek continual improvement on processes.
• Proficiency in MS Office (Outlook, Word, PowerPoint, and Excel), Windows, Adobe Pro, and CRM Platforms.

Ensure all your application information is up to date and in order before applying for this opportunity.

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Remote working / work at home options are available for this role.