Executive AssistantChicago, Illinois - Pinnacle OfficeOverviewSalary Range $75,000.00 - $95,000.00 Salary/year Position Type Full TimeDescriptionUnder the leadership of the manager of operations and administration, the executive assistant provides high-level administrative support to executives, optimizing their time, enhancing productivity and ensuring operational efficiency across the firm. This position handles a variety of office and administrative tasks focusing on organization, workflow management and firmwide coordination to support principals and enhance firm operations.The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Essential Functions and ResponsibilitiesProvide high-level administrative support and assistance to principals and other stakeholders, managing tasks with increasing independence and ownershipBuild a strong partnership with principals by aligning daily operations with their prioritiesIdentify and improve processes, managing projects, information and resources with minimal oversightLead calendar management for principals, prioritizing time-sensitive tasks and overseeing meeting logistics and follow-up actionsResearch and prepare client-facing materials, reports and logisticsCultivate relationships across departments, ensuring smooth communication and a positive organizational cultureUse discretion, judgment and knowledge to facilitate principals' activities and maintain confidentiality; apply administrative best practices with thoroughness and emotional intelligenceDeliver principal-ready materials with a focus on quality, polish and firm alignment; proficient in key firm tools, reports, software and processesAssist with event planning and coordination, including setup/teardown and vendor and office maintenance as neededContribute consistently to administrative continuity efforts (training manuals, SOPs, documentation)Build cross-department rapport, uplift team morale and model professionalismUnderstand Pinnacle reports including SAOs (Statements of Actuarial Opinion), engagement letters, etc., office technology and procedures, including front-end and progressing to back-end Style Guide processes as neededObtain notary commission within two months of employment and may need to initiate e-notary authorizations within six months of employmentBe on the main phone line call queue, managing phone and visitor interactions.
Ensure effective communication, directing calls and visitors to the appropriate departments or individuals while maintaining professionalismIndependently manage travel arrangements, including logistics and itinerariesModel administrative best practices, mentor junior staff as needed and support team developmentEnter time and expenses accurately; handle confidential information; file projects and materials per firm-specific guidelines; maintain regular, predictable and punctual attendanceQualificationsCompetenciesHigh organizational and prioritization skills; ability to manage multiple recurring projectsExceptional attention to detail. Ensure completeness and accuracy across projects and teams.Excellent verbal and written communication skills. Ability to manage competing priorities and projects seamlessly.Ability to work independently and as part of a team, demonstrating professionalism in all interactions; ability to work effectively with multiple individuals to support simultaneous projectsSkilled in Adobe Acrobat Pro, AI tools and Microsoft Office (Word, Excel, PowerPoint, Teams) with a preference for high proficiency in these toolsStrong in report creation, template development and process improvement; able to lead small projects and mentor junior staffEducation and/or ExperienceHigh school diploma required; Associate's or Bachelor's degree from an accredited college or university preferred; relevant professional experience may be considered as a substituteMinimum of six years of experience in an executive administrative role, with demonstrated experience supporting C-suite or senior-level principals