Investments Administrative Assistant

Administrative/Executive AssistantCompany name: Apogem CapitalLocation Designation: Hybrid - 4 days per weekPosition OverviewThe 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 ResponsibilitiesExecutive & Calendar ManagementManage complex and overlapping calendars for multiple senior executives and investment professionals at various organizational levelsCoordinate internal and external meetings, including client-facing engagements, roadshows, sales strategy sessions, and team offsitesSchedule meetings across multiple time zones and manage conflicts with professionalism and efficiencyServe as a liaison between executives and clients, consultants, and partnersPrioritize and respond to emails, calls, and inquiries on behalf of assigned professionals; maintain organized records and filesTravel & Expense ManagementCoordinate and arrange international and domestic travel for assigned professionals, including flights, accommodations, ground transportation, and logisticsPrepare travel itineraries and gather necessary travel documentationProcess and organize expense reports in compliance with company policies and proceduresMonitor travel budgets and ensure adherence to guidelinesManage travel-related correspondence and confirmationsExperience with Concur is a MUSTMeeting & Event CoordinationOrganize and coordinate logistics for sales events, client meetings, internal strategy sessions, and team eventsPrepare, gather, and distribute meeting materials and agendasCoordinate video conferencing and technology setup for meetings across multiple locationsArrange catering and refreshments as neededFollow up on action items and distribute meeting notes to attendeesProvide on-site support during client engagements and sales eventsAdministrative Support & OperationsMaintain organized filing systems (both digital and physical) with exceptional attention to detailOversee day-to-day office operations, including supply management, inventory, and equipment maintenanceProvide light tech support and troubleshoot basic IT issues; escalate complex issues to IT department as neededManage office communications and correspondence on behalf of leadership teamServe as backup coverage for other administrative team members as neededDocumentation & CompliancePrepare and organize client files and proposal materialsMaintain confidentiality of sensitive business and client informationEnsure all administrative documentation meets firm standards and regulatory requirementsProject & Process ManagementAssist with ad-hoc projects and special initiatives as assignedIdentify opportunities to improve administrative processes and productivityImplement system improvements and best practices for administrative efficiencyProvide general support to multiple team members as neededPay TransparencySalary range: $70,000-$90,000Overtime eligible: NonexemptDiscretionary 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 BenefitsWe 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