Executive Assistant, Investment Management

Executive Assistant, Investment Management

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 judgment and is capable of analyzing information requests, determining trends, and proactively identifying systems and processes to create greater efficiencies.

Responsibilities

• Travel & Expense – Arranges complex travel itineraries and submits expense reports in a timely manner.
• Calendar & Meeting Coordination – Proactively manages calendars by anticipating needs, adjusting for conflicts, and ensuring all logistics (including materials, location, timing, etc.). Employs effective reasoning skills.
• Info and Data – Updates and maintains contact databases; compiles and analyzes information for inclusion in reports or presentation materials, preparing charts, graphs, or tables as necessary. Demonstrates the ability to utilize software applications for maximum effect and efficiency.
• Office Support – Provides office support including answering phones, greeting and interacting with clients, distributing mail, maintaining electronic and hard‑copy filing, taking meeting minutes, creating documents, and processing invoices.
• Projects & Processes – Participates in other projects that may require the application of independent judgment or interpretation of policies/practices. Acts as a resource and trains new and/or more junior administrative team members.
• Additional responsibilities as requested.

Qualifications

• High school education required; Bachelor’s degree a plus.
• Previous experience in a financial or professional services environment is essential.
• Expertise with Microsoft Word, Excel, PowerPoint and Outlook.
• Professional services industry background preferred.
• 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.

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. EOE m/f/d/v

Be aware of hiring scams: William Blair has clear processes and guidelines with regards to recruiting. We do not request personal financial information in connection with an employment application nor does William Blair extend any employment offers without first conducting an interview through one of its registered offices. William Blair does not use instant messaging services such as WhatsApp, Telegram, or iMessage as part of the recruiting or interviewing process.

Note to External Recruiters / Search Firms: William Blair does not accept unsolicited resumes and will not pay for any placement resulting from the receipt of an unsolicited resume. Any unsolicited resumes received will not be considered as a valid submission.

Contact us should you have any questions or concerns.