Administrative Assistant - Investment Management Meetings

Areas of Interest:

Administrative Support


Chicago, Illinois

Date Posted:


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Company Description:

William Blair is a global investment banking and asset management firm. We are committed to building enduring relationships with our clients and providing expertise and solutions to meet their evolving needs. An independent and employee-owned firm, William Blair is based in Chicago and, together with its strategic partners, operates worldwide.

Job Summary & Responsibilities:

  • Monitors International and Domestic meeting request inboxes and respond to requests. 
  • Coordinates meetings to include: conference room scheduling; managing food, beverage and supply needs for meetings; pre-registering and greeting guests; and remaining available for ad hoc meeting needs. 
  • Liaises with Research Analysts and Portfolio Managers regarding participating in company management meetings. Liaises with other administrative staff to ensure coverage and assistance. 
  • Arranges complex travel itineraries and submits expense reports in a timely manner.
  • Manages calendars by anticipating needs, adjusting for conflicts, and ensuring all logistics (including materials, location, timing, etc.). Employs effective reasoning skills.
  • Updates and maintains contact databases. May include compiling information for inclusion in reports or presentation materials including preparing reports, charts, graphs, or tables as necessary.  
  • Provides office support to include answering phones, greeting and interacting with clients, distributing mail, maintaining electronic and hardcopy filing, taking meeting minutes, creating documents, processing invoices, etc.  
  • Participate in other projects as requested by management.


  • High school education required; Bachelor's degree a plus.  
  • One plus years working in an office environment.
  • Expertise with Microsoft Word, Excel, and PowerPoint.
  • Professional services industry background preferred.
  • Excellent verbal and written communication skills necessary.
  • Willingness to adapt to change. 
  • Multitasking abilities.
  • Ability to work in a fast-paced environment.
  • Strong teamwork ability.
  • Attention to detail.
  • Ability to prioritize.
  • Strong organizational skills.
  • Ability to work in a team setting.
  • Ability to maintain confidentiality.

As a William Blair associate, you’ll enjoy Medical, Dental, Life and AD&D Insurance, along with a generous profit sharing program that includes a 401K plan in addition to a firm contribution. We also offer three weeks of vacation, flexible spending accounts, a business casual dress code, a 75% discounted commissions on trades, and discounts at restaurants, museums, parks and retailers.

William Blair is an equal opportunity employer. It complies with all laws and regulations that prohibit discrimination in employment practice because of race, color, religion, creed, ancestry, marital status, gender, age, national origin, sexual orientation, unfavorable discharge from the military service or on the basis of a physical or mental disability that is unrelated to the employee's ability to perform the duties of the job applied for.

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