Investments Administrative Assistant

Company name: Apogem Capital

Location Designation: Hybrid - 4 days per week

About Apogem Capital

Apogem is a leading private markets solutions provider with decades of experience focused on the middle market. With approximately $44 billion in assets under management as of December 31, 2025, Apogem partners with institutional investors to deliver disciplined underwriting, strategic capital deployment and long-term value creation.

Apogem Capital operates within the New York Life Investment Management platform of companies, supported by the financial strength and long-term stability of a Fortune 100 mutual organization.

Position Overview

The Administrative/Executive Assistant will provide comprehensive administrative and executive support to the leadership team and key professionals. This individual will serve as a critical liaison between internal stakeholders and external clients, partners, and vendors, ensuring seamless coordination and communication across a fast-paced, client-facing environment. The role is based in our Chicago office.

The ideal candidate will bring a proactive, client-centric mindset, strong organizational and communication skills, and the ability to manage shifting priorities with professionalism and discretion. This individual will demonstrate a commitment to administrative excellence and is a true self-starter.

Key Responsibilities

Executive & Calendar Management

Manage complex and overlapping calendars for multiple senior executives and investment professionals at various organizational levels

Coordinate internal and external meetings, including client-facing engagements, roadshows, sales strategy sessions, and team offsites

Schedule meetings across multiple time zones and manage conflicts with professionalism and efficiency

Serve as a liaison between executives and clients, consultants, and partners

Prioritize and respond to emails, calls, and inquiries on behalf of assigned professionals; maintain organized records and files

Travel & Expense Management

Coordinate and arrange international and domestic travel for assigned professionals, including flights, accommodations, ground transportation, and logistics

Prepare travel itineraries and gather necessary travel documentation

Process and organize expense reports in compliance with company policies and procedures

Monitor travel budgets and ensure adherence to guidelines

Manage travel-related correspondence and confirmations

Experience with Concur is a MUST

Meeting & Event Coordination

Organize and coordinate logistics for sales events, client meetings, internal strategy sessions, and team events

Prepare, gather, and distribute meeting materials and agendas

Coordinate video conferencing and technology setup for meetings across multiple locations

Arrange catering and refreshments as needed

Follow up on action items and distribute meeting notes to attendees

Provide on-site support during client engagements and sales events

Administrative Support & Operations

Maintain organized filing systems (both digital and physical) with exceptional attention to detail

Oversee day-to-day office operations, including supply management, inventory, and equipment maintenance

Provide light tech support and troubleshoot basic IT issues; escalate complex issues to IT department as needed

Manage office communications and correspondence on behalf of leadership team

Serve as backup coverage for other administrative team members as needed

Documentation & Compliance

Prepare and organize client files and proposal materials

Maintain confidentiality of sensitive business and client information

Ensure all administrative documentation meets firm standards and regulatory requirements

Project & Process Management

Assist with ad-hoc projects and special initiatives as assigned

Identify opportunities to improve administrative processes and productivity

Implement system improvements and best practices for administrative efficiency

Provide general support to multiple team members as needed

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Pay Transparency

Salary range: $70,000-$90,000

Overtime eligible: Nonexempt

Discretionary bonus eligible: Yes

Sales bonus eligible: No

Actual base salary will be determined based on several factors but not limited to individual’s experience, skills, qualifications, and job location. In addition to base salary, employees may also be eligible to participate in an incentive program.

Our Benefits

We provide a full package of benefits for employees – and have unique offerings for a modern workforce, including leave programs, adoption assistance, and student loan repayment programs. Based on feedback from our employees, we continue to refine and add benefits to our offering, so that you can flourish both inside and outside of work. Click here to discover more about our comprehensive benefit options or visit our NYL Benefits Site .

Our Commitment to Inclusion At New York Life, fostering an inclusive workplace is fundamental to who we are and how we serve our communities. We have a longstanding commitment to creating an environment where individuals can contribute their best and succeed together. This foundation is rooted in our core values of humanity and integrity, ensuring that every employee feels valued and supported. By embracing a broad range of perspectives and experiences, we achieve greater success and fulfill our promise of providing financial security and peace of mind to families across all communities. Click here to learn more about New York Life’s leadership in this space.​

Recognized as one of Fortune’s World’s Most Admired Companies, New York Life is committed to improving local communities through a culture of employee giving and volunteerism, supported by the Foundation . We're proud that due to our mutuality, we operate in the best interests of our policy owners. To learn more about career opportunities at New York Life, please visit the Careers page of www.NewYorkLife.com .

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Job Requisition ID: 94424