Careers

Executive Assistant

Areas of Interest:

Administrative Support, Investment Management

Location:

Chicago, Illinois

Date Posted:

Sep-24-2018

Job ID:

1348

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Company Description:

William Blair is a premier global boutique with expertise in investment banking, investment management, and private wealth management. 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 headquartered in Chicago and, together with its strategic partners, operates in more than 20 offices worldwide.

Job Summary & Responsibilities:

Provides direct administrative coordination and support to a department and/or group of professionals.  The role involves relieving supported individuals of administrative responsibilities in order to enable greater productivity and efficiency.  Represents the firm in a professional manner in all communications and may interface with clients and outside parties.    

Works under limited guidance due to previous experience/breadth and depth of knowledge of administrative processes. Independently exercises discretion and independent judgment and is capable of analyzing information requests and determining trends. Proactively identifies systems and processes to create greater efficiencies.

Responsibilities may include: 
  • Provide advanced, diversified and confidential administrative support to Research Analysts and Portfolio Managers, including but not limited to: screening calls, opening and handling mail, filing, faxing, travel arrangements, managing calendars, monitoring e-mail and voice mail, preparing presentations, gathering materials in preparation for meetings and compiling and submitting expense reports. 
  • Coordinate ongoing communications between William Blair sell side, IM trading, outside brokers and department members.
  • Arrange complex travel itineraries and submit expense reports in a timely manner.
  • Proactively manage calendars by anticipating needs, adjusting for conflicts, and ensuring all logistics (including materials, location, timing, etc.).  Employ effective reasoning skills.
  • Update and maintain contact databases. May include compiling and analyzing information for inclusion in reports or presentation materials including preparing reports, charts, graphs, or tables as necessary. Demonstrate the ability to utilize software applications for maximum effect and efficiency.
  • Assist the other buy-side research personnel to produce reports for the Broker Liaison/Corporate Access Manager, organize internal processes, and collect and compile data.
  • Provide office support to include answering phones, greeting and interacting with clients, distributing mail, maintaining electronic and hard copy filing, taking meeting minutes, creating documents, processing invoices, etc.
  • Participate in other projects that may require the application of independent judgment/interpretation of policies/practices. Act as a resource and trains new and/or more junior administrative team members.  

Qualifications:

  • High school education required; Bachelor's degree a plus.  
  • 5-10 years of experience in a support role to senior management/principals.
  • Experience in Financial Services industry required. Experience in buy-side investment firm and/or sell-side firm highly preferred.
  • Experience in a customer service capacity.
  • Thorough understanding of software applications, and willingness to learn new software packages.
  • Expertise with Salesforce, Microsoft Word, Excel, PowerPoint and Outlook.
  • Excellent verbal and written communication skills.
  • Proven problem solving and critical thinking skills.
  • Willingness to adapt to change.
  • Multitasking abilities.
  • Ability to work in a fast-paced environment.
  • Strong teamwork ability.
  • Ability to maintain confidentiality.
  • Attention to detail.
  • Ability to prioritize.
  • Strong organizational skills.
  • Ability to work in a team setting.

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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