The Role
Provides high-level administrative and operational support to the wealth management executive team. Responsibilities include complex calendar and travel coordination, confidential communications, onboarding, meeting and event logistics, reception, office operations, vendor management, supplies, facilities coordination, expense reports, and invoice processing. The role requires strong judgment, discretion, organization, communication, financial services familiarity, and advanced Microsoft Office skills in a full-time in-office environment.
Summary Generated by Built In
Summary of the RoleThe Senior Executive Assistant serves as a key partner to the Head of Calamos Wealth Management (CWM), providing high-level executive support while also playing an important role in supporting the broader activities of the CWM business.While direct executive support is an important component of the position, the role extends materially beyond traditional executive administration. Responsibilities include supporting client and prospect activities, events, leadership initiatives, new-hire onboarding, recruiting and training coordination, new-hire integration, project execution and other business priorities across a growing, multi-office wealth management organization.Success requires exceptional organization, anticipation and follow-through, along with the ability to manage multiple stakeholders and concurrent workstreams across both executive support and broader CWM business activities as priorities evolve. The successful candidate will be comfortable working cross-functionally, coordinating through others and, where necessary, helping develop or improve processes while simultaneously executing against immediate business needs and workflows to support evolving business needs.Primary ResponsibilitiesExecutive Support
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
- Provide executive support primarily to the Head of Wealth Management and, as appropriate, members of the CWM Leadership Team.
- Serve as a trusted liaison among CWM leadership, clients, prospects, internal partners and external stakeholders.
- Provide broad administrative and operational support for CWM business activities beyond traditional executive support.
- Proactively anticipate needs, surface matters requiring leadership attention and exercise sound judgment regarding when to act, escalate or engage the appropriate business leader.
- Maintain a strong understanding of Calamos products, strategies, organizational structure and CWM priorities to effectively support the business.
- Exercise the highest level of discretion in handling confidential business, client and personnel matters.
- Bring thoughtful observations and sound judgment while respecting established roles and decision-making responsibilities.
- Coordinate client and prospect activities, leadership initiatives and other CWM business priorities across multiple offices and functions.
- Manage multiple concurrent and cross-functional workstreams, maintaining organization, momentum and follow-through as priorities evolve.
- Partner closely with other Executive Assistants and colleagues across Calamos to coordinate priorities, information flow, meetings and activities requiring cross-functional support.
- Provide end-to-end project coordination for select CWM initiatives, including planning, stakeholder coordination, execution and follow-through.
- Provide project coordination for select CWM initiatives, including planning, stakeholder coordination, execution and follow-through.
- Where appropriate, help develop, document and improve processes, tools and workflows necessary to support effective execution and greater operating consistency.
- Support recruiting, new-hire onboarding and training activities in coordination with CWM leadership and appropriate corporate partners.
- Coordinate the CWM new-hire experience, working with and through HR, Training, Technology and other appropriate partners to ensure new team members are welcomed, connected to the right people and resources, and effectively supported through their first several months.
- Lead and coordinate the operational aspects of CWM events and other market-facing activities in partnership with CWM leadership and key internal and external stakeholders.
- Manage planning, timelines, approvals, invitations, communications, vendors, attendee coordination, logistics and follow-through.
- Maintain organized processes and historical information around recurring events and relationship activities to support continuity and future planning.
- Adapt effectively as stakeholder involvement, priorities or direction evolve, maintaining focus on successful execution and the overall business outcome.
- Manage the Head of Wealth Management’s calendar, prioritizing meetings and commitments in alignment with business needs.
- Coordinate domestic travel arrangements and detailed itineraries.
- Coordinate meetings and schedules across multiple time zones and locations.
- Provide professional coordination for CWM Leadership Team visitors, clients, prospects and other external contacts.
- Manage expense reports and invoices and coordinate with appropriate internal functions to ensure timely processing.
- Support office and vendor-related needs as appropriate to ensure smooth business operations.
- Exceptional organizational skills with the ability to manage multiple priorities, deadlines and workstreams simultaneously.
- Highly proactive, with a demonstrated ability to anticipate needs and stay several steps ahead.
- Strong business judgment and the ability to appropriately balance independent action with timely escalation and leadership involvement.
- Demonstrates resilience, adaptability and composure as priorities evolve and feedback is incorporated.
- High emotional intelligence, self-awareness and maturity.
- Collaborative and service-oriented, taking pride in successful outcomes and contributions both visibly and behind the scenes.
- Demonstrates the maturity and diplomacy to navigate multiple senior stakeholders, cross-functional relationships and complex organizational dynamics.
- Comfortable working through others and influencing outcomes without direct authority.
- Comfortable operating with significant visibility into the business while respecting established roles and decision-making responsibilities.
- Maintains the highest level of professionalism, confidentiality and discretion.
- Exceptional written and verbal communication skills and professional polish.
- Bachelor’s degree preferred; business-related degree a plus.
- Minimum 7 years of high-level administrative experience, including 5+ years supporting C-level or similarly senior executives.
- Financial services or wealth management experience strongly preferred.
- Demonstrated experience supporting a senior executive while coordinating broader business activities across multiple stakeholders and functions.
- Demonstrated project-management experience, including coordinating complex initiatives from planning through execution and follow-through.
- Experience developing, documenting or improving business processes and workflows strongly preferred.
- Proven success operating in a fast-paced, matrixed organization with multiple stakeholders, concurrent priorities and evolving business needs.
- Strong organizational skills with demonstrated ability to prioritize workload, manage deadlines and maintain follow-through across multiple workstreams.
- Advanced proficiency in Microsoft Office, including Outlook, Word, Excel and PowerPoint; experience with Concur and Microsoft Dynamics preferred.
- High emotional intelligence, business acumen, sound judgment and professional resilience.
- Full-time, in-office position with the ability to work across Calamos office locations, including Naperville and Chicago, based on business needs.
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
Skills Required
- Minimum 7 years of high-level administrative experience
- At least 5 years of C-level executive support experience
- Bachelor's degree
- Business degree
- Financial services industry experience
- Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint
- Experience with Concur and Microsoft Dynamics
- Excellent data entry and typing skills
- Customer service skills
- Strong written and oral communication skills
- Strong organizational skills and ability to manage deadlines, multitask, and prioritize workload
- Attention to detail, including PowerPoint formatting and editing and preparation of executive agendas and itineraries
- High emotional intelligence and exceptional people skills
- Business acumen and ability to navigate complex organizational dynamics
- Ability to thrive in fast-paced, matrix environments and manage ambiguity
- Ability to work full-time in office across Naperville and Chicago locations based on business needs
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The Company
What We Do
Calamos is a diversified, global asset and wealth management firm offering a wide range of innovative investment strategies. As one of the top liquid alternative asset managers in the world, Calamos maintains dedicated investment teams across all asset classes, with global research capabilities and access to specialized private and public markets. Calamos offers investment strategies and personal wealth management solutions through separately managed portfolios, mutual funds, ETFs, closed-end funds, private funds, and UCITS funds. Clients include major corporations, pension funds, endowments, foundations, and individuals, as well as the financial advisors and consultants who serve them. Headquartered in the Chicago metropolitan area (with offices in both Naperville and Fulton Market in Chicago), the firm also maintains offices in New York, San Francisco, Milwaukee, Portland, and the Miami area.
