Executive Assistant | M&A Advisory Firm (Chicago)
Executive Assistant – M&A Advisory Firm Chicago, Illinois | Part-Time (with Full-Time Flexibility) | $25–$35/hour RMedia Creative is serving as the recruiting partner for a confidential search on behalf of a boutique M&A and growth advisory firm based in Chicago, focused exclusively on the insurance and financial services sectors. Please note: This position is with our client and is not an employment opportunity with RMedia Creative. ABOUT THE FIRM The firm advises business owners and management teams on sell-side transactions, strategic growth initiatives, succession planning, valuation, and other critical corporate decisions. The firm combines the sophistication and execution standards of a large advisory firm with the entrepreneurial, relationship-driven approach of a boutique. The team works closely with business owners, executives, private equity firms, and strategic acquirers across the country. THE ROLE The Executive Assistant will provide high-touch administrative and organizational support in a fast-paced professional services environment, helping manage schedules, coordinate travel and meetings, facilitate communication, and anticipate the needs of the professionals they support. The ideal candidate takes ownership rather than simply completing assigned tasks. They are thoughtful about priorities, exceptionally detail-oriented, comfortable interacting with senior executives and clients, and capable of managing multiple competing demands with professionalism and discretion. Because this is a growing, entrepreneurial firm, the role will extend beyond traditional administrative support to include special projects and broader firm support as needs arise. While this position is initially structured as a part-time role of up to 30 hours per week, the firm is open to full-time employment for an exceptional candidate. Candidates seeking full-time opportunities are encouraged to apply and will receive full consideration. KEY RESPONSIBILITIES Executive & Calendar Support Proactively manage calendars, meetings, appointments, and competing scheduling priorities for members of the senior team. Coordinate meetings involving clients, prospective clients, buyers, investors, attorneys, accountants, and other senior external stakeholders. Anticipate scheduling conflicts and recommend solutions rather than simply escalating issues. Maintain an understanding of team priorities and commitments to help ensure executive time is used effectively. Arrange conference calls, virtual meetings, internal meetings, lunches, dinners, and other appointments. Provide timely reminders and follow-up regarding upcoming meetings, commitments, and deadlines. Travel & Logistics Coordinate domestic travel, including flights, hotels, ground transportation, restaurant reservations, and other logistics. Prepare clear, organized travel itineraries. Monitor travel schedules and proactively address changes, delays, or logistical issues. Assist with conference and industry event registration and related travel planning. Client & External Communication Serve as a professional and responsive point of contact for clients, prospective clients, industry executives, and other external stakeholders. Coordinate directly with executive assistants and administrative professionals at client organizations, private equity firms, insurance companies, and other counterparties. Draft and proofread routine correspondence and communications. Maintain a high level of professionalism and discretion when handling confidential client, transaction, personnel, and business information. Help ensure external communications and interactions reflect the firm’s standards for responsiveness and client service. Meeting & Event Coordination Coordinate internal and external meetings from scheduling through execution. Assist with planning client dinners, industry conference meetings, firm events, and other business-development activities. Arrange restaurant reservations, meeting spaces, catering, transportation, guest lists, and other event logistics. Prepare agendas, meeting materials, and other supporting documents when needed. Track follow-up items and help ensure action items do not fall through the cracks. Administrative & Firm Support Prepare, review, format, and proofread correspondence, presentations, spreadsheets, and other business materials. Assist with expense reports, receipts, invoices, subscriptions, and other administrative records. Organize and maintain electronic files and records in accordance with firm standards. Maintain contact and CRM records, including updating contact information and meeting notes. Manage incoming mail, shipments, document execution, printing, and other office-related needs. Coordinate with vendors and service providers as needed. Support recruiting and onboarding logistics, including candidate scheduling and interview coordination. Provide occasional personal administrative support for senior team members when appropriate and directly related to maintaining an efficient work schedule. Special Projects Take ownership of administrative and operational projects with limited direction. Conduct light research and information gathering as requested. Assist with business-development initiatives, conference preparation, client gifting, firm events, and other special projects. Identify opportunities to improve administrative processes and introduce more efficient ways of working. Use technology, automation, and AI-enabled productivity tools appropriately to improve efficiency while maintaining the firm’s confidentiality standards. Be willing to step outside a defined job description when needed to help the broader team succeed. WHAT WE ARE LOOKING FOR Prior experience as an Executive Assistant, Administrative Assistant, or in a similar professional support role, ideally within investment banking, private equity, consulting, professional services, financial services, legal, or another high-performance environment. Exceptional organizational skills and attention to detail. Strong calendar management and scheduling capabilities. Excellent written and verbal communication skills. Strong judgment and the ability to interact confidently and professionally with senior executives and clients. Highly proactive, with the ability to anticipate needs and solve problems independently. Ability to prioritize multiple requests and adjust quickly when priorities change. Strong sense of urgency without sacrificing accuracy. Sound judgment and a high degree of discretion when handling sensitive or confidential information. Reliable, responsive, and accountable for the quality of the final work product. Comfortable working independently as part of a small, entrepreneurial team. Strong proficiency with Microsoft Outlook, Word, PowerPoint, and Excel. Comfortable learning and using new technology, including CRM, scheduling, collaboration, and AI-enabled productivity tools. THE RIGHT PERSON Notices details others miss and thinks one or two steps ahead. Enjoys bringing organization to fast-moving situations. Takes pride in making the professionals they support more effective. Is comfortable being given an objective rather than step-by-step instructions. Has excellent follow-through and does not need to be reminded twice. Knows when to make a decision independently and when to ask for input. Communicates clearly and professionally, and remains composed when priorities change unexpectedly. Treats every interaction - whether with a CEO, client, vendor, or colleague - with the same level of professionalism. Is willing to pitch in wherever needed in a growing business. SCHEDULE & LOCATION This is a part-time position based in Chicago, Illinois, with an expected schedule of up to 30 hours per week. However, the firm is open to structuring the position as a full-time role for the right candidate and does not want schedule preference alone to prevent an exceptional candidate from being considered. The role requires availability during normal business hours, with some flexibility based on the needs of the firm, and occasional additional flexibility around client meetings, travel changes, conferences, or firm events. The firm operates in a highly collaborative environment, and the successful candidate should be comfortable working independently while staying closely connected to a team located across multiple cities. WHY JOIN THE FIRM This is an opportunity to join a growing, entrepreneurial advisory firm and work closely with its senior leadership. Unlike a highly siloed administrative role at a large organization, this position offers exposure to many aspects of the business and the opportunity to take meaningful ownership as the firm grows. The firm values peopl
