Executive Assistant

Eastdil Secured is the global real estate investment bank that uniquely combines commercial real estate and capital markets expertise. We provide truly independent advice with the mission to drive value for our clients through creative, actionable ideas and flawless execution. Our knowledge-driven team is comprised of remarkable people who are seamlessly connected across all levels and geographies, merging experience, expertise, and resources to deliver the best strategies from around the globe. With a focus on serving our clients, we thrive on collaboration to execute the world's most dynamic transactions.

At Eastdil Secured, we seek individuals who have the expertise, integrity and dedication needed to drive meaningful impact for our clients. We hire and advance based on merit and actively engage talent with diverse backgrounds and perspectives, fostering a culture of creativity and innovation throughout our company.

This position is a full-time, in-person, role in our Chicago, IL office. An Executive Assistant with Eastdil Secured performs a broad variety of administrative tasks in a fast-paced work environment. This role provides administrative support to multiple transaction professionals as well as back-up support to the broader team and office. Teamwork is integral to this role and the ability to work well with all levels of internal team members as well as outside clients and vendors is required.

Essential Functions

• Provide administrative support to transaction professionals with complex needs, including travel, itineraries and agendas and meeting calendars

• Works closely with transaction professionals to keep them well informed of upcoming commitments and responsibilities, following up appropriately.

• Acts as a "barometer": having a sense for the issues taking place in the environment and keeping the team updated as needed

• Plan, coordinate, and ensure meetings are scheduled, rescheduled, or prioritized based on business needs

• Own "Gateway" role: communicating with broader team constantly to increase efficiency. Establish and implement team scheduling best practices by leveraging ES software and applications.

• Completes a broad variety of administrative tasks in addition to managing time and travel, including tracking expenses, completing & submitting expense reports within required deadlines, composing, and preparing correspondence, processing charitable contribution requests, and managing client gifts and entertainment, in accordance with gift and entertainment policies and procedures

• Assist in editing, formatting, and printing presentations and documents using Power Point, Word, Excel and PDF

• Completes personal requests as needed (personal travel, errands, etc.)

• Successfully completes all aspects of deliverables with a proactive, hands-on, solutions-oriented approach

• Provide occasional back-up support to other Executive Assistants, including supporting the transaction process, and collaborating with support teams across multiple offices

Office Management

• Support Facilities Manager (off-site) and work with Admin Services to ensure that Chicago, IL office is operating smoothly

• Conduct inventory assessment and complete weekly office supply and snack orders

• Maintain basic office equipment, resolving office-related malfunctions and responding to requests or issues

• Assist with food orders, luncheon planning, and planning of other business-related meetings and events as requested

• Manage logistics for in-office new hire onboarding (set up desks, phones, computers, etc.)

Deal Administration

• Provide executive deal administrative support as needed to transaction professionals and deal team

• Support transaction and deal team by managing and organizing internal database, assisting with deal marketing process, ensuring timely distribution of marketing materials, performing data reporting using Eastdil Secured proprietary applications, and coordinating with internal and external counsel as needed

• Proactively manage end-to-end deal administration process, including coordinating closing dinners, arranging event related items such promotional materials, wine distribution, etc.

Event Management

• Help with planning and execution process for small local events on behalf of the team and supporting other events as needed (closing dinners, small happy hours, golf outings, etc.)

• Track key milestones, including budget, attendee management, risk management, as well as venue, transportation, and accommodation confirmation

• Proactively submit Gift & Entertainment approvals according to policy

• Act as onsite coordinator day-of to ensure seamless event delivery

• Some travel may be required

Education and Qualifications

• Bachelor's Degree, preferred

• 5+ years of experience in a corporate environment working with senior-level executives

Experience, Skills and Competencies Required

• Very strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

• Strong interpersonal skills and the ability to build relationships across the broader team and the firm

• Expert level written and verbal communication skills

• Demonstrated proactive approaches to problem-solving with strong decision-making capability

• Emotional maturity

• Highly resourceful team-player, with the ability to also be extremely effective independently

• Proven ability to exercise discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment

• Forward looking thinker, who actively seeks opportunities and proposes solutions

• Experience coordinating complex calendars & managing expenses for multiple team members

• Tech-savvy and excellent computer skills. Proficient in MS Office (Outlook, Excel, Word, and PowerPoint), Microsoft TEAMS and Zoom.

• Apple device required for remote connectivity

• Concur expense management and travel booking experience a plus

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Eastdil Secured ("ES") is an equal opportunity employer. All employment decisions are made without regard to any characteristic protected by applicable federal, state, or local law. ES will provide reasonable accommodations to applicants and candidates upon request, consistent with applicable law. Applicants who require an accommodation to participate in the application or interview process should contact [email protected].

ES will not sponsor visas for these positions and will not hire individuals whose work eligibility is based on, for example, F-1 or other student visa status. In addition, not only must candidates be able to work in the United States without sponsorship when hired, they must maintain the ability to work in the U.S. without sponsorship throughout their employment.