Office Administrator

Job Description

We are seeking a reliable, organized, and detail-oriented Office Administrator to support the daily operations of our Chicago office.

This role is suitable for someone who is proactive, responsible, and comfortable handling a wide range of administrative responsibilities. The successful candidate will help maintain an efficient office environment, coordinate internal and external communications, organize documents and meetings, and provide general operational support to management and team members.

Key Responsibilities

Manage daily office operations and maintain an organized working environment

Coordinate calendars, meetings, appointments, and conference-room arrangements

Prepare meeting materials, take notes, and follow up on assigned action items

Organize, file, and maintain company documents, records, contracts, and administrative forms

Handle incoming calls, emails, correspondence, deliveries, and general office inquiries

Purchase and manage office supplies, equipment, and other operational materials

Communicate with vendors, building management, service providers, and external contacts

Assist with expense reports, invoices, receipts, reimbursements, and basic recordkeeping

Support employee onboarding, attendance records, office access, and internal administrative procedures

Assist management with travel arrangements, scheduling, document preparation, and other administrative tasks

Coordinate across departments and help ensure that tasks are completed accurately and on time

Maintain confidentiality when handling company, employee, and business information

Support special projects and other office-related responsibilities as needed

Qualifications

Previous experience in office administration, administrative support, operations, customer service, or a related role is preferred

Strong organizational and time-management skills

Excellent attention to detail and a high level of accuracy

Ability to manage multiple assignments and changing priorities

Strong written and verbal communication skills

Professional, dependable, and comfortable working in a fast-paced environment

Proficiency in Microsoft Office or Google Workspace, including Word, Excel, Outlook, Gmail, and shared calendars

Ability to work independently while communicating effectively with the broader team

Professional English communication skills are required

Mandarin Chinese communication skills are strongly preferred due to regular coordination with Mandarin-speaking team members

Preferred Qualifications

Experience supporting executives, managers, or a growing business

Experience coordinating meetings, vendors, travel, purchasing, or employee onboarding

Familiarity with basic bookkeeping, expense tracking, or invoice processing

Experience working in a finance, investment, technology, professional-services, or international business environment

Ability to identify operational problems and follow through until they are resolved

Fluency in both English and Mandarin Chinese is required, with strong written and verbal communication skills in both languages

What We Value

Reliability and accountability

Clear and timely communication

Careful handling of confidential information

Strong follow-through and a “today’s work completed today” mindset

Willingness to take ownership of both routine tasks and unexpected office needs

A professional, practical, and team-oriented approach

What We Offer

A hands-on role with meaningful responsibility

Direct collaboration with management and multiple business functions

Opportunities to learn about business operations and grow with the organization

A collaborative and multicultural working environment

Competitive compensation based on experience and qualifications