Manager of Administrative Services

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Who We Are

The Zacks Group includes Zacks Investment Research (ZIR),
Zacks Investment Management (ZIM), and Zacks Trade
.

Founded in 1978, ZIR is the second largest provider of independent stock, mutual fund, and ETF research in the U.S. ZIM manages approximately $18B for individual and institutional investors, and Zacks Trade serves active traders in the U.S. and globally.

With about 60 employees in our Chicago headquarters (and hundreds remote), we are seeking a hands‑on leader to oversee administrative and facilities operations as our long‑time director retires after 20 years.

The Manager of Administrative Services ensures our office runs smoothly every day. You’ll lead front‑office operations, supervise administrative staff, manage vendors and purchasing, coordinate facilities, and support IT and accounting processes.

This is a unique opportunity to take true ownership of how an office operates and continuously elevate the workplace experience. It’s ideal for someone who enjoys solving problems, improving processes, and leading from the front—while never hesitating to roll up their sleeves to keep things moving. You’ll be empowered to think creatively, introduce smarter ways of working, and bring strategic focus to streamlining administrative and operational procedures.

• Manage daily office support services
• Supervise a receptionist and temporary staff
• Establish procedures and ensure work is completed accurately and on time
• Provide backup reception coverage when needed

• Coordinate office and IT purchasing (POs, vendor coordination, invoices)
• Approve expense reports and manage system access
• Lead equipment replacement projects (copiers, kitchen equipment)

• Own vendor relationships and service agreements
• Act as AMEX program administrator
• Manage contract administration, tracking and renewals

• Serve as primary contact for building management
• Submit and track work orders
• Manage employee badge access
• Support periodic office relocations
• Maintain workspace readiness for employees and visitors

• Coordinate new hire setups and departures
• Ship and track laptops, phones, and accessories
• Provide basic troubleshooting for printers and remote equipment

• 5+ years in office administration, facilities, or operations
• Experience supervising support staff
• Strong organizational and vendor management skills
• Comfortable managing purchasing and expense workflows
• Proficient in Microsoft Office
• Service-oriented, practical, and proactive

• AMEX or corporate card administration
• Building/facilities operations experience
• IT coordination exposure
• Experience supporting an office move