A leading Financial Services firm is looking for a proactive and detail-oriented Administrative Assistant/Office Coordinator to join their growing Chicago team. This role reports directly to the Founder and Managing Partner, as well as the Chief Financial Officer, and serves as a key partner in driving day-to-day efficiency. You will provide support to the Managing Partner, oversee office operations, and coordinate team logistics across several internal and external initiatives. The right candidate excels in a fast-paced, high-trust environment where organization, discretion, and a collaborative spirit are essential. This is a high-impact position offering meaningful growth within a purpose-driven, entrepreneurial culture.

Responsibilities

• Proactively manage and optimize the Managing Partner’s calendar, including internal meetings, external engagements, investor and board interactions, and travel coordination and itineraries.
• Monitor emails, schedule follow-ups, and draft communications for the Managing Partner when appropriate.
• When relevant, prepare meeting materials, agendas, and briefing documents; ensure the Managing Partner is fully prepared for all appointments.
• Serve as a gatekeeper and liaison for the Managing Partner, balancing priorities and protecting time while maintaining open, effective communication with stakeholders.
• Anticipate executive needs and proactively resolve scheduling conflicts or gaps.
• Serve as the first point of contact for guests, ensuring the space is welcoming, professional, and fully functional.
• Manage office operations, including vendors, supplies, space, access, and pantry.
• Coordinate with the building management on facilities issues, access requests, security, and compliance.
• Maintain firm-wide organizational systems such as contact lists, physical and digital files, and internal templates.
• Manage general office email and phone communications, routing inquiries to appropriate team members.
• Plan and execute team offsites, key stakeholder and investor events, team events, and networking dinners.
• Support logistics for leadership meetings, board meetings, and other firm-sponsored functions.
• Coordinate interview scheduling, onboarding logistics, and intern program structure.
• Assist with the administrative and process-oriented elements of talent acquisition.
• Serve as the connective tissue across teams, anticipating needs and proactively solving problems.
• Support firm-wide EOS meeting cadence and preparation as needed.
• Help reinforce a collaborative, rigorous, and relationship-centered culture.

Ideal Experience

• 3–7 years of experience in executive support and office management.
• Strong attention to detail, time management, and ability to multitask effectively.
• Professional demeanor and ability to communicate with discretion and clarity.
• Comfortable working in a fast-paced, high-performing environment.
• Fluent in Microsoft Office (Outlook, Excel, PowerPoint).
• Familiarity with office systems (printers, scheduling tools, video conferencing platforms).
• Demonstrated ability to own and improve operational processes.
• Resourceful, proactive, thoughtful, and team-oriented with a desire to grow long-term at the firm.

#117833

Up to $85,000 salary per year (based on experience)