Office Administrator

We’re partnering with our client, a highly regarded investment advisory firm based in Chicago, to identify an Office Administrator to join their team. This individual will play a key role in ensuring smooth day-to-day office operations while serving as the full-time presence at the front desk and first point of contact for clients, investors, candidates, visitors, and vendors.

This is a highly visible, service-oriented role for someone who is polished, personable, organized, and proactive, with the ability to create a welcoming and well-run office environment. The ideal candidate will be comfortable greeting and interacting with a variety of people, making visitors feel at ease, and supporting a range of administrative, operational, event, and marketing functions.

• Serve as the full-time reception presence and first point of contact for clients, investors, candidates, visitors, and vendors by answering phones, greeting guests, and managing deliveries with a high level of professionalism and hospitality
• Manage incoming and outgoing mail, courier services, and time-sensitive shipments including critical documents such as tax and account-related materials
• Coordinate daily office logistics including shared calendars, conference room scheduling, parking coordination, and general office flow
• Oversee building access, security coordination, and visitor management to ensure a seamless and secure office experience

• Maintain a clean, organized, and fully stocked office environment including conference rooms, kitchen areas, and shared spaces
• Coordinate catered lunches, grocery deliveries, and general kitchen needs, while helping maintain a clean and organized office environment
• Support internal and external meetings by coordinating room setup, catering, materials, and basic technology troubleshooting
• Assist associates and select VPs and Principals with general administrative needs, including expenses, printing, copying, and other day-to-day support
• Manage printer and copy room needs and coordinate with vendors as needed
• Assist with firmwide meetings, Super Days, and on-site events by managing calendar invites, logistics, materials, and behind-the-scenes coordination to ensure smooth execution
• Step in as needed to support general administrative tasks and special projects across the team

• Assist in execution of marketing campaigns including client communications, e-blasts, recurring market updates, and quarterly materials
• Support creation and light editing of marketing content, including basic visual or video updates as needed Events & Team Support
  • Assist with planning and coordination of internal meetings, client events, and team gatherings
  • Support logistics for Super Days, quarterly Chicago office events, the summer outing, and other on-site events
  • Coordinate with vendors and building management as needed to support the office, in partnership with the Chief Administrative Officer
  • Act as a flexible team player, stepping in wherever needed to support office operations and firm initiatives
  Qualifications
  • 1 to 3 years of experience in an administrative, office coordination, reception, hospitality, or similar support role
  • Strong organizational skills with the ability to manage multiple priorities and shifting demands
  • Excellent communication and interpersonal skills with a strong team-oriented mindset
  • Polished and personable with the ability to interact comfortably with clients, investors, candidates, executives, and other visitors
  • Strong customer service instincts and the ability to make people feel welcome and comfortable in a professional office environment
  • Proficiency in Microsoft Office (Outlook, Excel,…