Executive Assistant-Family Run Hedge Fund-Hybrid

Executive Assistant

The Windfall is partnering with a Global Hedge Fund that is seeking to hire an Executive Assistant. This is a great opportunity to continue your career at a global, well known firm! Their Evanston, IL office is Headquarters where you will be able to enjoy all the perks of the space and grow with the company. You will be part of the C-Suite team supporting the Co-COO & CFO, Partner and the team. They foster an empathetic environment with an amazing training program. This role is working in office 4-5 days/week and working from home 1-2 days/week depending on the week from 8:30am-5:00pm with the flexibility to be available via email outside of normal business hours.

RESPONSIBILITIES

• Provide comprehensive administrative support to several firm Executives including managing complex and ever-changing calendars, scheduling and coordinating internal and external meetings across multiple time zones, and booking domestic and international travel arrangements including flights, hotels, and ground transportation.
• Prepare, submit, and process travel and expense report with accuracy and timeliness using Concur, ensuring compliance with firm policies.
• Coordinate logistics for internal and external meetings, events, and conferences, including room reservations, catering, technology setup, and preparation of meeting materials and agendas.
• Handle confidential and sensitive information with absolute discretion, maintaining the trust and integrity expected in a financial services environment.
• Assist with special projects, ad hoc research, and other administrative tasks as assigned, demonstrating flexibility and a willingness to take initiative in a dynamic environment.
• Prepare meeting agendas, materials, and follow ups: track action items/deadlines to completion
• Setup conference/video calls with internal and external parties (make sure technology is working in conference room)
• Register and update contacts in internal databases
• Exercise sound judgement in escalating issues, managing, priorities and protecting firm interest
• Identify opportunities to streamline administrative workflows
• Assist with implementation and maintenance of AI platforms
• Work closely with the other administrative team professionals
• Assist with office-wide projects and events, as needed

REQUIREMENTS

• 5+ years of administrative experience supporting a C-Suite Executive in finance, consultancy, tech or a law firm
• Bachelors Degree
• Exceptional organizational and time management skills with the ability to prioritize competing tasks, manage multiple deadlines simultaneously, and maintain accuracy under pressure
• Highly detail oriented with a polished professional demeanor and strong interpersonal skills: able to build effective working relationships across all levels of the organization
• Flexibility and availability outside of standard business hours as needed to support calendar management, travel coordination, or other time sensitive requests.
• Proven ability to thrive in a fast-paced, high performance environment, adapting quickly to shifting priorities while maintaining composure and a solutions oriented mindset
• Excellent verbal and written communication skills, with the ability to communicate clearly and professionally with internal stakeholders and external partners
• Highly motivated, trustworthy, and committed to delivering superior quality work: takes ownership and follows through on all assigned responsibilities
• Confident and poised in interactions with individuals at all levels of the organization, including senior and executive leadership
• Demonstrated ability to handle sensitive and confidential information with sound judgement and the utmost discretion
• Strong work ethic with a proven track record of delivering high quality work product on time, even under tight deadlines and shifting priorities
• Strong acumen in Microsoft Office Suite (Word, Excel, powerPoint & Outlook)
• Familiarity with AI tools (ChatGPT, Claude, Copilot)
• Experience with Concur or similar expense management platforms

PACKAGE

• $100,000-110,000+ Base Salary
• Discretionary Bonus Based on Individual & Firm Performance
• 100% Covered Benefits
• 4% 401k Match
• iPhone & Laptop Commuter Benefits
• Lunch & Snacks Provided Daily