Kovitz

The Executive Assistant, a newly created role based in our downtown Chicago office, will provide high-level administrative support to a group of firm executives. This individual will work independently, performing various complex and confidential administrative and clerical support responsibilities. This opportunity requires excellent organizational and interpersonal skills and the ability to provide accurate information and exceptional client service to various individuals.

General work hours are 8:30 a.m. to 5:00 p.m., Monday through Friday. Our work model is hybrid, with three days in the office per week.

A DAY IN THE LIFE OF AN EXECUTIVE ASSISTANT

You’ll play a key role in supporting our executive team (CEO and others) and coordinating events with clients, prospects, and internal stakeholders. You will organize and manage calendars, prepare meeting materials, and handle travel arrangements for our executives. In addition, you’ll assist with planning and executing events and providing marketing support. This role blends administrative, strategic, and event planning responsibilities, making it a unique opportunity for a dynamic professional who can handle various tasks and maintain confidentiality in all assignments.

ROLE RESPONSIBILITIES

• Manage and coordinate Microsoft Outlook calendars.
• Reconcile, prepare, and submit expense reimbursements following firm policies and procedures.
• Arrange and book travel, accommodations, and itineraries, and provide correspondence related to arrangements.
• Coordinate executive-level appointments, receptions, and conference calls/web meetings.
• Plan and organize internal and external meetings.
• Coordinate meeting time/date/location.
• Reserve internal resources and equipment.
• Communicate meeting logistics.
• Prepare meeting materials.
• Post-meeting neatening.
• Perform clerical responsibilities, including scanning, copying, filing, faxing, mailing, and/or FedEx shipments.
• Coordinate and execute all aspects of off-site team-building retreats and other marketing events, including venue/catering, technical equipment, guest registration, and entertainment.
• Support firm and executive team in coordinating aspects of the annual Kovitz Cares Foundation fundraising event.
• Support marketing efforts by preparing marketing materials and coordinating with Senior Advisors.
• Maintain a high level of professionalism and confidentiality.

NECESSARY EXPERIENCE

• 2+ years of relevant work experience as an executive assistant or office coordinator.
• Bachelor’s degree.
• Experience with Microsoft Office products.
• Familiarity with Concur Expense Management is desired.
• Strong interpersonal skills and client service focus.
• Team player mentality.
• Adaptable and flexible.
• Outstanding organizational capabilities.
• Willingness to work overtime hours, as needed.
• Maintain a high level of professionalism and confidentiality.
• Must be able to lift up to 20 pounds.

Kovitz

POSITION OVERVIEW

We are seeking a highly organized and detail-oriented Events and Project Coordinator to join our dynamic marketing team in Chicago (hybrid). In this role, embodying our core values of client-first, integrity, collaboration & respect, you will be responsible for coordinating events and projects, working with both internal and external stakeholders to ensure timely and high-quality delivery of services. Additionally, you will be responsible for working on marketing materials and deliverables.

WHAT YOU WILL DO

Event Planning

• Plan, coordinate, and implement events, seminars, webinars, and meetups to ensure timely and high-quality delivery of services
• Make travel arrangements and oversee all logistics
• Order branded promotional products in coordination with office manager

Marketing

• Coordinate and manage internal projects to enhance client experience
• Prepare marketing materials and deliverables following brand guidelines
• Work with internal stakeholders and external agencies to ensure creative and content assets completed, proofed, and produced within established deadlines
• Contribute to the creation of process and procedures documents

Projects Coordination

• Provide support to teams including scheduling meetings and updating resources on Seismic
• Collaborate with HR to provide new employee onboarding and cultural experience
• Assist in data collection, survey completion and number crunching

PREFERRED SKILLS & EXPERIENCE

• Bachelor’s degree
• 1-3 years of experience in marketing, hospitality, administration, executive assistantship, or a related field
• Strong organizational skills and attention to detail
• Service-oriented mindset and exceptional interpersonal skills, reflecting our core values
• Ability to manage multiple projects and deadlines simultaneously
• Strong ability to deal with ambiguity and problem-solving
• Maintain strict confidentiality of sensitive information
• Proficiency in Microsoft PowerPoint, Excel, and Word
• Basic graphic design skills (ability to learn Canva)
• Knowledge of Financial Services a plus

Kovitz