Investments Administrative Assistant

Posted 8 days ago

new york lifeChicago (IL)

Secretaries and Administrative Assistants, Except Legal, Medical, and Executive Miscellaneous Financial Investment Activities

SENIORITY

Senior

SALARY

$70,000-$90,000

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About the role

Administrative/Executive Assistant

Company name: Apogem Capital

Location Designation: Hybrid - 4 days per week

Position Overview: The Administrative/Executive Assistant will provide comprehensive administrative and executive support to the leadership team and key professionals. This individual will serve as a critical liaison between internal stakeholders and external clients, partners, and vendors, ensuring seamless coordination and communication across a fast-paced, client-facing environment. The role is based in our Chicago office. The ideal candidate will bring a proactive, client-centric mindset, strong organizational and communication skills, and the ability to manage shifting priorities with professionalism and discretion. This individual will demonstrate a commitment to administrative excellence and is a true self-starter.

Key Responsibilities:

Executive & Calendar Management
Manage complex and overlapping calendars for multiple senior executives and investment professionals at various organizational levels
Coordinate internal and external meetings, including client-facing engagements, roadshows, sales strategy sessions, and team offsites
Schedule meetings across multiple time zones and manage conflicts with professionalism and efficiency
Serve as a liaison between executives and clients, consultants, and partners
Prioritize and respond to emails, calls, and inquiries on behalf of assigned professionals; maintain organized records and files
Travel & Expense Management
Coordinate and arrange international and domestic travel for assigned professionals, including flights, accommodations, ground transportation, and logistics
Prepare travel itineraries and gather necessary travel documentation
Process and organize expense reports in compliance with company policies and procedures
Monitor travel budgets and ensure adherence to guidelines
Manage travel-related correspondence and confirmations
Experience with Concur is a MUSTMeeting & Event Coordination
Organize and coordinate logistics for sales events, client meetings, internal strategy sessions, and team events
Prepare, gather, and distribute meeting materials and agendas
Coordinate video conferencing and technology setup for meetings across multiple locations
Arrange catering and refreshments as needed
Follow up on action items and distribute meeting notes to attendees
Provide on-site support during client engagements and sales events
Administrative Support & Operations
Maintain organized filing systems (both digital and physical) with exceptional attention to detail
Oversee day-to-day office operations, including supply management, inventory, and equipment maintenance
Provide light tech support and troubleshoot basic IT issues; escalate complex issues to IT department as needed
Manage office communications and correspondence on behalf of leadership team
Serve as backup coverage for other administrative team members as needed
Documentation & Compliance
Prepare and organize client files and proposal materials
Maintain confidentiality of sensitive business and client information
Ensure all administrative documentation meets firm standards and regulatory requirements
Project & Process Management
Assist with ad-hoc projects and special initiatives as assigned
Identify opportunities to improve administrative processes and productivity
Implement system improvements and best practices for administrative efficiency
Provide general support to multiple team members as needed
Pay Transparency

Salary range: $70,000-$90,000 Overtime eligible: Nonexempt

Discretionary bonus eligible: YesSales bonus eligible: NoActual base salary will be determined based on several factors but not limited to individual's experience, skills, qualifications, and job location. In addition to base salary, employees may also be eligible to participate in an incentive program.

Our Benefits: We provide a full package of benefits for employees and have unique offerings for a modern workforce, including leave programs, adoption assistance, and student loan repayment programs. Based on feedback from our employees, we continue to refine and add benefits to our offering, so that you can flourish both inside and outside of work. Our Commitment to Inclusion At New York Life, fostering an inclusive workplace is fundamental to who we are and how we serve our communities. We have a longstanding commitment to creating an environment where individuals can contribute their best and succeed together. This foundation is rooted in our core values of humanity and integrity, ensuring that every employee feels valued and supported. By embracing a broad range of perspectives and experiences, we achieve greater success and fulfill our promise of providing financial security and peace of mind to families across all communities. Recognized as one of Fortune's World's Most Admired Companies, New York Life is committed to improving local communities through a culture of employee giving and volunteerism, supported by the Foundation. We're proud that due to our mutuality, we operate in the best interests of our policy owners. Job Requisition ID: 94424

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