POSITION OVERVIEW: 

We are looking for an experienced Executive Assistant to join our team at Zell Family Office (“ZFO”). Duties include providing administrative support to the team, managing schedules and travel, preparing documents, planning meetings and events, preparing presentations and working on ad hoc projects.

PRIMARY RESPONSIBILITIES:

• Manage, schedule, and organize complex activities such as meetings, travel, and department activities
• Manage calendars for the team, including making appointments and prioritizing the most sensitive matters
• Organize meetings, including scheduling, sending reminders, and organizing catering, when necessary
• Ensure team members are prepared with all materials and information for meetings, events, and travel by compiling reports and/or presentations
• Assist in management of communications received by members of the team
• Communicate and work effectively with internal and external stakeholders, and across all levels of the organization
• Maintain comprehensive and accurate records
• Proactively anticipate needs and solve problems independently
• Maintain a high level of support skills including excellent communication and technology skills
• Create reports, write, edit, and proofread business correspondence
• Additional administrative tasks include expense reports, mail distribution, lunch meetings, and document approval / signatures
• Provide back up to other Assistants as needed
• Organize and prioritize workload in a fast-paced environment

QUALIFICATIONS:

Education/Experience 

• Bachelor's degree, or equivalent combination of education and experience
• 5+ years of experience working in an Executive Assistant role preferred 
• Some legal background or experience working with legal documents is preferred but not required 
• Proficient in Microsoft Office suite including Outlook, Teams, Word, Excel and PowerPoint, with comfort using collaborative tools such as SharePoint and Zoom.
• Experience with Concur for expense reporting is a plus

Other Qualities/Characteristics

• Team player with ability to perform a wide variety of tasks required to meet the daily demands of the business
• Excellent verbal and written communication skills
• Exceptional organizational and time-management skills
• Excellent attention to detail
• Approaches others in a professional and tactful manner and treats others with respect and consideration regardless of their status or position
• Reacts well under pressure, accepts responsibility for own actions, and follows through on commitments
• Inspires the trust of others and upholds organizational values
• Demonstrated ability to learn other systems or applications necessary to perform the job function

Note to external recruiters/search firms: the Zell Family Office 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.