Executive Assistant & Office Manager

Energize Capital - Chicago, IL

Full-time - Entry Level

Remote - Chicago, IL

About the position

Energize Capital is a leading investor in climate solutions, founded in 2016 and based in Chicago. The firm aims to scale sustainable innovation by partnering with builders and operators who are shaping the future. To date, Energize has funded 30 companies and deployed over $500 million through its venture capital and growth equity strategies. The firm is backed by strategic, institutional, and impact limited partners including CDPQ, Credit Suisse, GE Vernova, Xcel Energy, and Caterpillar. The Executive Assistant & Office Manager will play a crucial role in overseeing the day-to-day operations of the Chicago headquarters, ensuring that the office runs smoothly and efficiently. This position serves as the main point of contact for various responsibilities, including administrative support, office and equipment management, and interfacing with building management, vendors, and contractors. The successful candidate will be expected to go beyond the expected, quickly learn new skills, embrace challenges, think creatively, and communicate effectively. In this role, the Executive Assistant & Office Manager will provide administrative support to the executive team, oversee the seamless operations of the office, and ensure a well-organized, efficient, and welcoming work environment for employees and guests. The candidate must be capable of managing multiple projects simultaneously and prioritizing tasks effectively. Professional and confidential communication with key stakeholders, including investors, entrepreneurs, and vendors, is essential. The ideal candidate will appreciate flexibility and change, thriving in a fast-paced environment.

Responsibilities

• Coordinate calendars, schedule meetings, and resolve calendar conflicts proactively on behalf of Managing Partner and up to three additional partners
• Schedule appointments, meetings, and events; maintain file systems
• Schedule and organize board meetings
• Arrange domestic and international travel
• Coordinate conference calls, lunches, and on- and off-site meetings
• Prepare, review, and submit monthly expense reports
• Assist the Head of Marketing & Communications and the Events & Community Manager in the logistics, planning, and execution of larger-scale events for the firm
• Maintain common areas; stock and manage office supplies and equipment
• Manage maintenance and building management; oversee management of contracts and bills
• Order daily office lunches and manage food and beverage supplies
• Manage meetings, including greeting guests and ordering meals for internal and external meetings; ensure conference room space is set up and cleaned before and after meetings

Requirements

• BA/BS degree required
• 3+ years of professional experience in an executive assistant and/or office management role
• Experience in financial services or similar professional services environments required
• Proficiency with Microsoft Office - Word, PowerPoint, Excel, and Outlook
• Strong interpersonal skills and ability to build relationships and work with professionals throughout the organization
• Attention to detail and organization
• Ability to effectively manage a budget
• Problem-solver who enjoys seeking creative solutions for complicated tasks
• Impeccable discretion when working with sensitive company and personal information

Nice-to-haves

• Experience in a fast-paced environment
• Familiarity with event planning and execution

Benefits

• Comprehensive health, vision, dental, and HSA from day one of employment
• 401k matching
• Generous paid time off in addition to 10 company holidays and a flexible winter holiday schedule
• Market-leading parental leave policy and family planning benefits
• Health club reimbursement
• Continuing education stipend
• Option to work remote Fridays
• Lunch provided on in-office days