Job Description

A global real estate investment manager is seeking an Executive Assistant based in Chicago, IL to support multiple Portfolio Managers. This role provides administrative, operational, and confidential support aligned with department goals. The ideal candidate is organized, detail-oriented, energetic, adaptable, and able to manage a fast-paced, deadline-driven workload. The role involves interaction with senior stakeholders and requires the ability to manage projects independently and handle sensitive information with discretion.

The position hybrid (4-days in the office) and is paying up to $90K base + Bonus. No OT

Key Responsibilities

• Draft and edit confidential correspondence and documents; take and transcribe meeting minutes; perform administrative tasks.
• Create, maintain, and update databases.
• Analyze and present data for management reporting.
• Serve as a liaison between executives, internal teams, employees, clients, and visitors.
• Review and triage incoming correspondence and determine appropriate actions.
• Track issues and ensure timely follow-up.
• Manage incoming requests independently; coordinate between departments when needed.
• Plan, coordinate, and support meetings and conferences
• Arrange domestic and international travel.
• Gather data for reports and presentations; conduct independent research for special projects.
• Assist with department financial processes, including budgets, accounts payable, and report generation.
• Manage department record-keeping systems and update files and publications.
• Maintain documentation according to company policies.
• Review requests for information and determine appropriateness of release.
• Support committee and leadership meetings by coordinating technology and distributing materials.
• Complete quarterly lender reporting for each property.
• Run reports and assist analysts with supplemental data needs.
• Coordinate scheduling and travel for quarterly Board of Directors meetings.
• Collaborate seamlessly with other administrative assistants for cross-coverage.
• Complete additional tasks as required.

Minimum Qualifications

• Bachelor’s degree
• Minimum of 2 years supporting an executive
• Strong MS Outlook, Word, Excel, and PowerPoint skills
• Excellent interpersonal, written, and verbal communication skills
• Ability to organize, prioritize, and manage multiple tasks and deadlines
• Sound judgment and discretion with confidential information
• Experience supporting Managing Director-level leaders (or equivalent) preferred

Capabilities & Attributes

• Adaptability: Maintains effectiveness across varying environments, responsibilities, and individuals.
• Planning & Organizing: Establishes clear plans, coordinates multiple tasks efficiently, and uses resources effectively.
• Team Focus: Dedicated to team goals; builds strong relationships; earns trust and respect through collaboration.
• Dealing with Ambiguity: Handles change well; makes decisions with incomplete information; remains effective in uncertain situations.

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