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The Executive Assistant will manage schedules, coordinate meetings, handle correspondence, assist with presentations and projects, and support the Leadership Team's operations.
Belvedere Trading is a leading proprietary trading firm proudly headquartered in downtown Chicago. Our traders work hard to provide liquidity to the market through their market-making activities and are the masters of a diverse set of commodities, interest rates, exchange-traded funds (ETF), and equity index options. From the beginning, we began iteratively investing in our proprietary technology and committing to building our systems from the ground up. Our trading models and software systems are continually re-engineered, optimized, and maintained to stay on top of the industry.
High-performance proprietary trading and development is the source of our success and competitive advantage at Belvedere, further fueling our passion for performance. We are a team driven by intellectual curiosity, seeking answers that will change not only how we trade in this technological age, but also the future landscape of the trading industry.
We are looking for a highly motivated and detail-oriented Executive Assistant to support our President and members of our Leadership team. In this dynamic role, you will be a key partner in ensuring the seamless execution of executive-level operations. Responsibilities include managing complex calendars, coordinating meetings, handling correspondence, and assisting with presentations and large-scale projects. You will play a vital role in supporting daily administrative functions and contributing to the effectiveness of the Leadership Team. The ideal candidate is a proactive self-starter with exceptional organizational and communication skills, a high level of discretion, and the ability to anticipate needs in a fast-paced, high-performance environment.
This role follows a hybrid schedule, with an expectation of being in the office 3 days per week. There may be times when additional in-office collaboration is helpful, potentially up to 5 days.
What you'll do
- Manage and coordinate schedules, appointments, and travel arrangements.
- Prepare and organize documents, reports, and presentations.
- Maintain and update organizational documents, including contact lists, policies, and project trackers.
- Handle incoming emails and other communication, forwarding and answering as appropriate.
- Assist in organizing meetings, including scheduling, sending reminders, meeting set up, note taking, and preparing necessary materials.
- Track and follow up on action items from meetings or cross-functional projects.
- Collaborate with the Chief of Staff to ensure alignment and consistency across all initiatives.
- Assist in planning and coordinating company events, meetings, or off-sites alongside the Chief of Staff.
- Provide support on special projects led by the Chief of Staff, such as process improvement initiatives, team-building activities, or strategic planning.
- Perform data entry, record-keeping, and expense management.
- Assist in managing projects and conducting research as required, including timelines and documentation.
- Anticipate needs and resolve administrative issues proactively.
- Uphold a strict level of confidentiality and professionalism.
- Represent the company, the Leadership team, and the Chief of Staff with professionalism and a positive attitude.
What you'll need
- 4+ years in an Executive Administrative support role in a corporate environment required.
- Strong prioritization skills to manage complex and evolving business needs.
- Ability to work well, remain calm under pressure, and adapt quickly.
- Proficiency in MS Office 365.
- Excellent organizational and time management skills.
- Demonstrated ability to communicate effectively verbally and in writing.
- Ability to work independently, multitask, and be proactive with leadership needs.
- Attention to detail and problem-solving skills.
- Ability to manage multiple tasks and priorities.
- Ability to work effectively both independently and as part of a team.
- Bachelor's Degree or equivalent professional work experience.
Extra credit
- Familiarity with Monday.com or other tools related to managing firm-wide projects and initiatives
- Complex, large-scale event planning skills from start to finish
- Exposure to Canva and other presentation creation tools
Work Schedule: Regular and reliable attendance during standard business hours. This is a hybrid position requiring a minimum of three days in the Chicago office. Additional days may be necessary depending on business needs.
Amount of Travel Required: Quarterly, dependent on events and conferences.
Sponsorship: Not available for this position.
Women and underrepresented groups frequently apply to jobs only if they meet 100% of the qualifications. We encourage you to break that mold and apply. No candidate is perfect; all have a lot to offer. We welcome your application.
Core Values
The secret to our award-winning culture is our Core Values: Team Belvedere, Me In Team, Own It, Build Rockets, and Passionate Discourse. We live and breathe these values every day.
Our Stance
Belvedere is an Equal Opportunity Employer and is committed to providing a non-discriminatory employment environment for its employees. Discrimination against employees and applicants due to race, color, religion, sex, national origin, disability, age, military, and veteran status is prohibited. Belvedere encourages initiatives to increase diversity and provide equal opportunity to all applicants and employees. Belvedere is committed to providing a positive environment in which team members are treated with respect, dignity, and courtesy. Our firm believes in a dynamic culture of inclusion and diversity, where people thrive on individual and organizational characteristics, values, experiences, and backgrounds.
Please note that Belvedere Trading does not accept unsolicited resumes from search firms or employment agencies. Any unsolicited resumes will become the property of Team Belvedere. No phone calls, please.
Top Skills
Canva
Monday.Com
Ms Office 365
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