Executive Assistant

Vista Equity Partners - Chicago, IL

Full-time - Entry Level

Chicago, IL

Funds, Trusts, and Other Financial Vehicles

About the position

The Executive Assistant is responsible for providing high-level administrative support to senior level executives within the company. This role encompasses a variety of tasks, including managing the executive's schedule, travel arrangements, and expense reports. The ideal candidate will be highly organized, pragmatic, and an expert multi-tasker who can handle a fast-paced environment without becoming overwhelmed. The Executive Assistant will interface with all levels of internal management and staff, as well as external clients, vendors, and candidates, making strong interpersonal skills essential. This position requires maintaining and protecting highly confidential corporate information, acting as the first point of contact both internally and externally, and working independently with minimal supervision or direction. The role is based in Chicago, IL, and is available for immediate start.

Responsibilities

• Manage and coordinate logistics for meetings, events, and travel for executives supported and when necessary, members of their team.
• Ensure supported executives are prepared with all materials and information for meetings, events, and travel by compiling reports and/or presentations.
• Set up and break down catering, facilities, and A/V for meetings.
• Provide backup coverage for administrative team members in the office, including reception and office services.
• Generate reports in Excel and PowerPoint.
• Prepare expense reports utilizing Concur.

Requirements

• 3+ years administrative support experience within a fast-paced professional environment, preferably in private equity, investment banking, law firm, or professional services.
• Proactive and pragmatic, considers all scenarios, gathers all pertinent information before communicating.
• Strong attention to detail, follow-up, and excellent organizational skills.
• Ability to treat sensitive and confidential information with appropriate discretion.
• Strong sense of urgency, adaptability, flexibility, and resourcefulness.
• Ability to function professionally under pressure, while managing multiple concurrent projects and deadlines.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel; PowerPoint is a plus.
• Excellent interpersonal, written, and verbal communication skills; must possess personal tact and good judgment.

Nice-to-haves

• Bachelor's degree preferred.