This Opportunity 

Our Chicago office is seeking an experienced Executive Assistant to support leaders on the Senior Management team. The Executive Assistant will support multiple C-level executives, including the firm's Chief Executive Officer. This role will provide comprehensive administrative support, requiring exceptional organizational and technical skills. 

The ideal candidate is highly organized, pragmatic, an expert multi-tasker, and not easily overwhelmed. Additionally, the executive assistant is comfortable interfacing with all levels of internal management, staff, outside clients, and vendors in a fast-paced environment. This role maintains and protects highly confidential corporate information and works independently with minimal supervision or direction. They will be responsible for tactical day-to-day needs and strategic, firm-wide initiatives. This position reports to the firm's Chief Executive Officer and will work closely with the Chief Legal Officer and the Chief Financial Officer.

Responsibilities include, but are not limited to:

• Provide top-tier administrative support to the CEO, managing calendars, coordinating meetings and arranging travel with precision
• Ensure alignment with the CEO’s priorities by staying agile and responsive to their dynamic schedule
• Anticipate the needs of leaders while maintaining day-to-day workflow
• Handle sensitive information discreetly and professionally, maintaining confidentiality at all times
• Arranging detailed domestic and international travel plans and itineraries, and compiling documents for travel related meetings
• Handling submissions of expense reports for assigned executives from start to finish
• Organizing and maintaining electronic and hard copy file systems, filing correspondence and other records; especially with respect to travel and expenses
• Answering and screening incoming calls and correspondence and responding independently when possible for assigned executive(s)
• Serving as a chief of staff when necessary, coordinating logistics, travel, timelines, and schedules for both external and internal events (client dinners, lunches, etc.), quarterbacking onsite meetings and conference calls, preparing agendas, reserving and preparing facilities; details include:
  • Logging visitors with building security
  • Booking the meeting room (sometimes at an offsite location)
• Preparing records such as agendas, notices, minutes and assist in the preparation of letters, investment briefs and presentations
• Distributing incoming and outgoing mail and coordinate the pick-up and delivery of express mail services (FedEx, UPS, etc.)
• Organizing, maintaining, and distributing reports and proposals generated by assigned department(s)
• Provide individualized administrative support to Chief Executive Officer, including handling of personal travel and other miscellaneous tasks
• Assisting with special projects as required

Qualifications:

• 5-10 years of executive level administrative support or coordinator experience
• Embrace a fast-paced environment with proven experience as an Executive Assistant
• Excellent listening and analytical skills with clients, internal and external
• Ability to think independently and act with appropriate judgment
• Evidence of working collaboratively with other teams to influence colleagues at all levels of the business
• Strong written and oral communication skills – clear and organized thinking, an engaging personal style
• Strong interpersonal skills – high energy, creative, enthusiastic, results-oriented, self-starter, motivated with a positive, can-do attitude
• Strong organization, detail-orientated, and time management skills, ability to manage multiple projects in a fast-paced environment
• Proven ability to multitask as you will service multiple executives
• Commitment to excellence
• Excellent computer skills (PowerPoint, Excel, Word, MS Outlook, etc.)

The Firm

Founded in 1966, Heitman is a global real estate investment management firm. Our mission is to lead the evolution of real estate through investments that fulfill the needs of people and communities in a world of constant change. To learn more about our organization and culture, click here.

Our promise to employees: 
Reflecting the spirit of our global firm, we welcome team members of all faiths, cultures, genders, sexual orientations, races, and ethnic identities. We know that each member of our team enriches our community and business with their work/life experiences, perspectives, and ideas. However you arrive at Heitman, we pledge to honor your uniqueness, include you in our culture, and do our best to help you thrive. While we learn and grow together, we will stand by our “people first” promise. Every time.

What’s Next?

• Interested? Apply at www.heitman.com/careers to submit your application
• Right Company, Wrong Role? Check out our other opportunities or refer a friend!

Additional Information

Roles Requiring Travel: All roles involving a travel component at Heitman require that candidates hold a valid, non-expired driver’s license.

Equal Employment Opportunity: Heitman is an equal employment opportunity employer and complies with all applicable laws prohibiting discrimination based on race, color, creed, religion, sex, age, national origin or ancestry, physical, medical or mental disability or condition (including, without limitation, HIV and AIDS), developmental disability, handicap, denial of family and medical care leave, denial of pregnancy leave, domestic partner status, status as a victim of sexual or domestic violence (or familial relationship to such victim), veteran status, marital status, sexual orientation, arrest records, citizenship status, criminal history that has been expunged, unfavorable discharge from the military, or any other basis protected by federal, state or local laws.