Office Administrator

Job Description

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.

Key Responsibilities

Front Desk & Office Operations

• 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

Administrative & Facilities Support

• 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

Marketing & Communications Support

• 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

• Maintain internal communication resources such as shared drives and intranet pages to ensure accuracy and accessibility

• Help coordinate firm presence on social media platforms and support creation of simple, on-brand graphics under guidance

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

• Bachelor’s degree required

• 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, PowerPoint)

• Basic experience with Canva, PowerPoint, or Adobe InDesign preferred

• Self-starter with a strong work ethic and ability to work with minimal supervision

• Willingness to support hands-on office needs, including kitchen cleanup, stocking, and general office upkeep

• Ability to lift up to 30 pounds as needed for office support tasks

• Comfortable with a dynamic workflow that may require occasional flexibility beyond standard hours

What They’re Looking For

• Highly organized, detail-oriented, and proactive approach to daily responsibilities

• Strong sense of ownership and reliability in a fast-paced office environment

• Polished, personable presence with strong client service instincts and the ability to make candidates, investors, and visitors feel welcome

• Comfortable being based at reception full-time and serving as the face of the office

• Ability to anticipate needs and keep office operations running smoothly without constant direction

• Willingness to handle both administrative responsibilities and the day-to-day office needs that keep the team running smoothly

• Team player who is willing to support wherever needed to ensure overall success of the office

The Equus Group is an Equal Opportunity Employer and takes pride in maintaining a diverse environment. We do not discriminate in recruitment, hiring, training, promotion, or any other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, marital or veteran status, disability, or any other legally protected status.