Executive Assistant

Company Description

New Harbor Capital is a Chicago-based private equity firm focused on investing in lower middle market, growth-oriented healthcare, education, and business services companies. Our Partners have over 90 years of combined experience, partnering with strong management teams to systematically enable accelerated growth in value creation. Since 2000, the New Harbor Partners have completed over 230 investments. As an experienced strategic partner, New Harbor supports management with ideas, connections and resources to capitalize on growth potential.

Job Purpose

We are seeking an experienced Executive Assistant to enhance the effectiveness of our firm by overseeing office operations, providing administrative and scheduling support, and ensuring a well-organized, efficient, and professional work environment for our team.

In this role, you will manage daily office procedures, coordinate internal and external meetings, handle complex calendar and travel scheduling, support document preparation, consult with building management and external partners, and assist with event logistics. You will also oversee the shipping and receiving of packages, maintain office inventory, and support select financial and tax‑related administrative processes.

This person will work in close collaboration with our current Executive Assistant and report directly to the Chief Financial Officer.

This position requires that you are highly organized, proactive, can juggle many tasks at once, are not easily overwhelmed, and are comfortable interfacing with all levels and styles of internal management and staff, as well as outside board members, executive management teams, clients, and vendors. This role requires maintaining strict confidentiality and operating with a high degree of independence and professionalism.

Duties and Responsibilities

• Oversee smooth functioning of daily office operations and facility needs, including coordination with building management
• Manage office inventory (supplies, snacks, beverages) and maintain organized office common areas
• Handle office repairs, maintenance requests, vendor coordination, and shipping/receiving of packages
• Welcome and register visitors, manage office entrance instructions, and handle phone calls
• Maintain filing systems and organize physical/digital records, including ongoing tax-related administrative preparation
• Coordinate internal and external meetings, including calendar management, document preparation, food/catering orders, and logistics
• Schedule and manage complex travel arrangements for assigned team members.
• Prepare and process expense reports
• Support the planning and execution of internal and external events, occasionally providing on-site assistance

Qualifications

• 7+ years of administrative support experience in a professional environment (financial services or private equity experience preferred)
• Proofreading skills
• Proficiency in technology, especially Microsoft Office (Word, Excel, PowerPoint, Teams, and Outlook)
• College degree strongly preferred

Characteristics

• Self-motivated and accountable; able to work alone with minimal direction, as well as part of a team
• Eagerness to learn
• Exceptional time and project management skills; ability to handle multiple concurrent assignments with a high degree of accuracy
• Not easily flustered or intimidated
• Ability to communicate effectively with a range of management styles
• Proven track record of process improvements and implementation of processes
• Strong attention to detail
• Discreet - possesses good judgment and can maintain the highest level of confidentiality
• Excellent written and verbal communication skills
• Able to work from the downtown Chicago office Monday-Thursday each week

Pay: $85,000.00 - $100,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Experience:

• Administrative: 7 years (Required)

Ability to Commute:

• Chicago, IL 60661 (Required)

Work Location: In person