CAREERS

Executive Assistant
Oakbrook Terrace, IL

NAV Fund Administration Group is looking for a well-organized Executive Assistant to provide support for the company's Chief Operating Officer (COO). This is a great opportunity to establish working relationships with high-level executives and contribute to the overall efficiency of NAV's rapidly growing, industry-changing business.

About Us:

Our mission is to provide superior value for its hedge fund and other alternative investment fund clients by delivering timely and accurate accounting services to fund managers and investors.The company was founded in 1991 and is now one of the largest and most reputable fund administrators in the world, with over 2,000 clients, offices in multiple countries, and servicing clients located throughout the world.

What We Offer:

Competitive salary and benefits.

Team focused. Teammates and leadership are there to assist when you need help.

Open-door management style: we welcome feedback in all areas.

An entrepreneurial spirit, fast paced environment, but with a strong belief in work-life balance.

Duties & Responsibilities:

  • Keep the COO well informed of upcoming commitments and responsibilities, prioritizing the most sensitive matters and following up appropriately.
  • Maintain the COO's calendar by planning and scheduling meetings and sending reminders.
  • Prepare meeting materials, keep track of meeting progress and follow up items, type meeting notes, and prepare and revise follow-up e-mails and documents.
  • Answer and direct COO's telephone calls, and relay important information promptly and clearly.
  • Open, review, prioritize, route and/or answer incoming COO e-mail communications.
  • Assist the COO in allocating client relationships, leads, and special project work to staff.
  • Utilize Management Information System (MIS) to assist with planning, organizing, staffing and directing company operations.
  • Work with approximately 20 staff and HR department to coordinate scheduling issues.
  • Ensure Salesforce database is regularly updated by staff, and prepare Salesforce reports.
  • Conduct research, collect and analyze data, prepare and edit e-mails, correspondence, memos, budgets, reports, presentations and other documents.
  • Prepare initial drafts of contracts and other agreements, review and summarize proposed modifications to such documents, and arrange for signature using DocuSign.
  • Communicate with insurance brokers and prepare insurance applications.
  • Work with marketing department to manage COO's social media accounts.
  • Occasionally handle the following duties: coordinate and book travel, organize catering, run business and personal errands, and help with company meetings, events and celebrations.
  • Manage sensitive matters with a high level of confidentiality and discretion.
  • Assist with any ad-hoc projects or other duties as needed.

Requirements:

  • At least 5-7 years of experience as an executive assistant, preferably at least 3 years at one company. Prior experience in the financial services industry is a plus.
  • Possess proven track record of building and maintaining strong relationships, taking initiative, anticipating needs and exercising independent/sound judgment.
  • Must be well-organized and detail-oriented. Must possess good time management, work prioritization, excellent verbal and written communication skills.
  • Proficient with Outlook, Word, Excel, PowerPoint, Salesforce, DocuSign, Teams and Zoom.
  • Experience managing social media accounts and using MIS software is preferred.
  • Associate's degree in business administration is required; a Bachelor's degree is preferred.
  • Reliably commute to Oakbrook Terrace, Illinois office at least 3 days per week.
  • Occasionally be accessible for after-hour work.

Benefits:

  • Business Casual Dress Code, including jeans
  • Medical, dental and vision insurance
  • 401(k) and profit sharing
  • Real paid time off (with all calls and e-mails forwarded to a colleague)
  • Hybrid working schedule.

NAV Fund Administration Group is an equal opportunity employer and does not discriminate on the basis of the applicant's or employee's race, color, religion, national origin, ancestry, gender, sexual orientation, age, disability, veteran or military status, genetic information, citizenship or any other status entitled to protection under federal, state or local anti-discrimination laws. No questions on our employment application are intended to secure information that is to be used for impermissible purposes.

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