Senior Executive Assistant

Calamos Recruiting • Naperville, IL

18h • $90,000 - $120,000 • Onsite

About The Position

The Executive Assistant serves as a key partner to the Calamos Wealth Management (CWM) executive team, providing comprehensive administrative support to ensure operational excellence. Reporting to the Head of Wealth Management, this role combines high-level administrative expertise with business acumen and sound judgment to support the organization's senior leadership.

Requirements

• Minimum 7 years of high-level administrative experience, including 5+ years of C-level executive support.
• This is a full-time, in-office position with the ability to work across Calamos office locations, including Naperville and Chicago, based on business needs.
• Advanced proficiency in Microsoft Office, including Outlook, Word, Excel and PowerPoint.
• Excellent data entry, typing skills, customer service and written and oral communication skills required.
• Strong organizational skills with ability to manage deadlines, multi-task, prioritize workload in a fast-paced environment and quickly adapt to changing business needs.
• Attention to detail essential, particularly as it relates to formatting and editing PowerPoint presentations and producing professional, concise executive agendas and itineraries.
• High emotional intelligence (EQ) with exceptional people skills and business acumen.
• Demonstrated ability to navigate complex organizational dynamics while maintaining focus on deliverables.
• Proven history of thriving in fast-paced, matrix environments while managing multiple priorities and ambiguous situations with strategic, initiative-taking problem-solving.

Nice To Haves

• Bachelor’s degree preferred.
• Business degree a plus.
• Financial services industry experience is strongly preferred.
• Experience with Concur and Microsoft Dynamics preferred.

Responsibilities

• Provides executive support primarily to the Head of Wealth Management, and secondarily to members of the CWM Leadership Team, including the Chief Wealth Strategist, Chief Investment Officer, Managing Directors, and Business Strategist, serving as a trusted liaison between leadership, clients, and external stakeholders.
• Works under the primary direction of the Head of Wealth Management, with the understanding that priorities may be set or delegated by members of the CWM Leadership Team on his behalf.
• Maintains deep understanding of Calamos products, strategies, and organizational structure to effectively support business objectives.
• Exercises absolute discretion in handling confidential information and sensitive matters.
• Creates and distributes professional communication materials while managing time-sensitive matters with strategic judgment.
• Orchestrates complex calendar management for the CWM Leadership Team, including prioritization and efficient scheduling across multiple time zones.
• Coordinates comprehensive domestic travel arrangements.
• Develops and manages comprehensive onboarding experiences for new CWM team members, ensuring a flawless introduction to the organization.
• Coordinates agendas and logistics for client meetings and internal events.
• Leads the operational aspects of CWM events in partnership with key members of the CWM Leadership Team.
• Oversee meeting coordination including participant notifications and priority adjustments.
• Provides professional reception services for CWM Leadership Team visitors, including managing incoming calls and correspondence, ensuring exceptional experience for all internal and external contacts.
• Manages office operations including vendor relationships, supplies ordering, and facility maintenance to ensure smooth daily operations.
• Prepares and processes expense reports and invoices, coordinating with the accounting department to ensure timely and accurate payment.
• Maintains highest level of professionalism and discretion in all interactions.
• Demonstrate adaptability to changing priorities and deadlines.
• Projects professional polish in all interactions with clients, prospects, and colleagues.
• Facilitates seamless communication across office locations and team members.

Benefits

• Calamos offers a comprehensive benefits package, including health and welfare benefits (medical, dental, vision, flexible spending accounts, and employer-paid short and long-term disability), as well as retirement benefits (401(k) and profit sharing), paid time off, paid parental leave, and other wellness benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive