Executive Assistant, Transactions

Job Title: Executive Assistant, Transactions 
Location: Chicago, IL
Reporting to: Co-Head of the Americas
Employment Type: Full-Time

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OVERVIEW

LaSalle Investment Management has an exciting opportunity for an Executive Assistant based out of our Chicago, IL office.  This role will provide support to the Americas Transactions team, as well as high-level support for the Americas Asset Management team by completing assignments aligned to the department's goals and objectives.  The successful candidate will bring structure, attention to detail, quality focus, high energy, and flexibility to a fast-paced, deadline driven organization. This individual will need to work well in a team environment, be able to represent their team with a high degree of professional courtesy and consistently deliver a high-quality work product. Daily responsibilities will include interaction with executive level stakeholders, both internally and externally.  The selected candidate will be expected to independently execute on projects, from conception to completion and handle a wide variety of activities and confidential matters with discretion.

 

ACCOUNTABILITIES

  • Completes a broad variety of administrative tasks for the America’s Transactions team, including supporting calendar of appointments; completing expense reports; composing and preparing confidential correspondence; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings
  • Researches, prioritizes, and follows up on incoming issues and concerns, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Communicates directly with the team and relevant stakeholders on matters related to projects and initiatives
  • Manage Confidentially Agreements, including data base management of documents, correcting contract language where needed, and accurate management of all executed materials
  • Committee/Meeting organization; facilitating the technology, coordinating and distributing all materials on a weekly basis for Allocations, Investment Committee, and other team meetings as required.
  • Maintains user access to business applications and responsible for accurate data entry and reporting
  • Work cooperatively with other administrative assistants, in positive partnership to back up each other smoothly

 

QUALIFICATIONS, SKILLS & EXPERIENCE:

  • Bachelor’s degree
  • Strong PC skills (proficient knowledge of MS Outlook, Word, Excel, and PowerPoint)
  • Effective interpersonal skills, including superior oral and written communication skills
  • Advanced ability to organize, prioritize, multi-task, and juggle competing priorities
  • Tact and good judgment in confidential situations and proven experience interacting with senior management
  • Previous administrative experience ideally supporting at the Managing Director level (or equivalent) or above

 

CAPABILITIES & ATTRIBUTES:

  • Adaptability – Maintains effectiveness in varying environments, tasks and responsibilities, and with various types of people
  • Planning and Organizing – establishes course of action to accomplish goals and evaluate results; quickly develops related schedules and task/people assignments; is able to orchestrate multiple activities at once in order to accomplish goals; and uses resources effectively and efficiently
  • Team Focus – is dedicated to meeting the expectations and requirements of the Transactions team; acts with the goals of the team in mind; establishes and maintains effective relationships with team members; and gains their trust and respect
  • Dealing with Ambiguity – can effectively cope with change and shift gears comfortably; can decide and act without having the total picture; and can comfortably handle uncertainty
  • Interpersonal Savvy – relates well to all kinds of people, up, down and sideways, inside and outside the organization; uses diplomacy and tact
  • Learning on the Fly - learns quickly when facing new problems; is open to change; quickly grasps the essence and underlying structure of variable and unfamiliar situations; and enjoys the challenge of unfamiliar tasks
  • Self-Starter – is able to start and complete projects independently
  • Time Management – uses time effectively and efficiently; can attend to a broad range of activities; gets more done in less time than others