Asset & Wealth Management, Client Solutions Group -Administrative Assistant, Chicago

The Role

Our Administrative Assistants provide high-quality, proactive administrative support within a fast-paced, team-oriented environment. This role partners closely with business leaders, firm executives and assistant colleagues to ensure seamless calendar management, meeting coordination, travel logistics, and day-to-day operational support, while exercising sound judgment, discretion, and professionalism at all times. Coverage needs may evolve based on business priorities and location.

This is a full-time role for an administrative assistant based in either our Chicago, IL or Wheaton, IL office to support the integration of 2 Partners into the Client Solutions Group.

Job Summary & Responsibilities

• Maintain complex and extremely detailed calendars across multiple time zones, including senior-level internal/external meetings and conference calls; prioritize client meeting requests and all related client logistics - responds and follows up on requests in a timely manner.
• Coordinate a high volume of client facing travel arrangements, including visa procurement when applicable, and process expense reports in timely manner. 
• Adhere to Compliance regulations and firm policies, gaining the relevant approvals. There will be a focus on sponsorships, client events and gifts & entertainment as related to ERISA requirements.
• Manage a high volume of phone calls and inbounds, interacting with high-level business leaders and clients in a professional and effective manner. 
• Support ad hoc office management duties (facilities management, scanning, copying, filing, expense support, inventory & supply ordering, etc.)
• Regularly facilitate knowledge sharing within the team and ensure relevant information is disseminated accordingly.
• Act as an integral member of the team; maintaining a high level of awareness of current priorities and support required for Partner level support. 
• Flexibility to support assistant colleagues and cover when necessary.

Qualifications

• Ability to exercise excellent judgment and discretion in dealing with confidential material or handling highly sensitive information. 
• Requires excellent interpersonal and communication skills, both written & verbal. Ability to display a consistent, professional degree of communication. Comfortable working with people at all levels across the organisation.
• Extreme attention to detail and organizational skills, with ability to prioritize tasks. 
• Quick learner and self-starter with excellent anticipation skills.
• Pro-active problem solver and independent thinker; ability to follow up as often as necessary. 
• Ability to work well under pressure while maintaining high standards, adapt to unexpected events, prioritize and multi-task in a dynamic but deadline driven environment. 
• Adaptable to new technologies, familiarity with Microsoft Office Suite, including MS Word, Excel, PowerPoint and Outlook is required.
• Additional familiarity with AI software, including but not limited to, Microsoft CoPilot is preferred.
• Highest degree of integrity, professionalism, and diplomacy is required. 
• Strong proficiency in MS Word, Excel, PowerPoint and Outlook is required. 
• Familiar with travel & expense platforms such as SAP Concur or American Express Global Business Travel
• Supportive team player with a positive attitude, enthusiastic about bringing the team together.
• Ideal candidate has at least 3 - 5 years of administrative assistant experience and preferably from a banking, financial services background.

Candidate must be located onsite in either the Chicago or Wheaton office as this role is fully onsite. 

Flexibility may be required at times to travel between regional offices, subject to business needs.  As such, a valid driver’s license is required.