Ruby Consulting

Executive/Personal Assistant

Location: Oak Brook, IL (100/% in-office)
Employment Type: Part-Time

About the Role

We’re looking for a friendly, highly organized Executive/Personal Assistant to help keep our growing financial services practice running smoothly. This is a key role that supports our team, clients, and President, helping coordinate meetings, manage communications, process transactions, and handle a variety of administrative tasks.

You’ll work closely with our team and clients to ensure every interaction is professional, seamless, and positive. If you enjoy building strong relationships, staying on top of details, and helping things run efficiently in a fast-paced environment, we’d love to hear from you.

Why You’ll Love Working Here

• Small but mighty team: Work collaboratively with our team and clients.
• Client-centered work: Play a key role in creating a positive experience for our clients.
• Dynamic environment: No two days are exactly the same.
• Professional culture: We value integrity, professionalism, and excellent organizational skills.

What You’ll Do

• Manage the practice calendar
• Prepare materials for client meetings
• Draft and send client communications and follow-ups
• Attend client meetings, take notes, and coordinate follow-up tasks
• Prepare follow-up summaries and organize action items
• Coordinate and manage travel arrangements
• Provide general administrative and operational support to the team

What We’re Looking For

• 3-5+ years of administrative experience, ideally in small office, fast-paced, professional services environment
• Able to work the schedule Monday - Friday from 8:30 am - 3:00 pm (with 1/2 hour unpaid lunch)
• Strong proficiency with Microsoft Office (Excel, Word, Outlook)
• Excellent communication, organization, and problem-solving skills
• Strong attention to detail and ability to manage multiple priorities
• Experience with CRM systems like Salesforce is a plus
• Flexibility to work additional hours as may be needed

The Ideal Candidate

You are someone who:

• Enjoys working with people and building relationships
• Thrives in a fast-paced environment
• Takes pride in being organized and detail-oriented
• Anticipates needs and keeps things running smoothly