Job Summary
The Executive Assistant will provide comprehensive support to the office of the Managing Partner by handling both personal and business tasks as they arise. Working closely with the Executive Business Partner, this role will prioritize tasks, ensure effective communication, and manage urgent requests, even if they occur outside of regular working hours, in a collaborative manner.
Key Responsibilities
Administrative Duties
- Run and send Field Management Information (FMI) reports every Monday, Wednesday, and Friday.
- Update daily and weekly recruiting reports.
- Book and coordinate personal and business travel, including lodging.
- Plan and execute three major firm-wide events or contests annually.
- Plan and execute leadership retreats, including grocery preparation.
- Manage the Managing Partner's calendar and schedule meetings on their behalf.
- Anticipate the daily needs of the Managing Partner, such as arranging meals, adjusting meetings, and coordinating travel.
- Handle logistics, coordination, agenda, and minutes for monthly management meetings and CORE 4 days, including ordering meals and requesting agenda items.
- Monitor and manage the Managing Partner's email, sending emails on their behalf as necessary.
- Book transportation through the designated driver. - Schedule and reschedule doctor appointments (e.g., dental, vision, dermatology).
- Coordinate large group one-off meetings and group travel arrangements for client trips and club events.
- Maintain an up-to-date beliefs document for the Managing Partner.
- Register the Managing Partner for various conferences (Regional, Annual Meeting, Affinity Summit).
- Process expense reports for the Managing Partner and Executive Business Partner
- Fill out incentive and education logs for incentive trips.
- Acknowledge Staff Birthdays: Track and organize birthday acknowledgements for staff members.
- Recognize FR Anniversaries: Maintain records and facilitate acknowledgements for Financial Representative (FR) anniversaries. Department: Managing Partner Job Title: Executive Assistant
Personal Assistance
- Ensure the Managing Partner has proper nourishment and hydration throughout the day.
- Manage operations at the lake house, including organizing cleaning, winterizing, and landscaping.
- Coordinate the YoungLife Golf outing, managing attendee communications and sponsorship requests.
- Create and organize holiday cards and mailing lists for business and personal contacts.
- Make dinner reservations upon request.
- Manage subscriptions, including setup and cancellations.
- Inquire about and manage loyalty points with Marriott and Hilton.
- Send gifts on behalf of the Managing Partner and their spouse.
Operational Support
- Prepare and send recruiting reports.
- Handle various projects as assigned.
Minimum Job Requirements
- Highly organized and detail oriented.
- Excellent written communication skills.
- Ability to manage multiple tasks efficiently and prioritize effectively.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Previous experience as an administrative assistant or in a similar role is preferred.
- Strong interpersonal skills and the ability to work both independently and as part of a team.
Location: 4x a week in Chicago office
Salary: 80-85k
