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A growing Chicago-based professional services firm is seeking an Operations Specialist to support its headquarters and serve as a key resource across office operations, executive support, and marketing initiatives. This highly visible role is ideal for a polished, proactive professional who thrives in a fast-paced environment, enjoys wearing multiple hats, and takes pride in creating seamless experiences for both internal and external stakeholders. Working closely with firm leadership, this individual will play an integral role in supporting day-to-day operations while helping drive firmwide initiatives and events.
THE ROLE:
* Serve as the primary point of contact for the Chicago office, managing relationships with building management, vendors, and service providers to ensure smooth day-to-day operations.
* Oversee office logistics including supplies, equipment, mail, facilities coordination, and general office management.
* Provide executive-level administrative support to Partners and senior leadership, including complex calendar management, meeting coordination, travel planning, and expense administration.
* Attend confidential meetings, prepare detailed meeting summaries, and maintain accurate records and documentation.
* Draft, edit, and prepare professional presentations, reports, communications, and other business materials using Microsoft Office tools.
* Maintain organized digital files and records while ensuring confidentiality and adherence to document retention practices.
* Serve as the primary liaison with the firm’s managed IT provider, coordinating technology support, troubleshooting issues, and facilitating ongoing technology needs.
* Partner with the Marketing team to plan and execute internal events, client programs, conferences, and industry engagements.
* Coordinate event logistics including vendor management, scheduling, materials preparation, attendee communications, and on-site support.
* Support special projects and firm initiatives as needed.
YOU:
* 3+ years of executive, administrative, office management, operations, or project coordination experience within a professional services environment.
* Experience supporting senior leaders while managing multiple priorities in a fast-paced setting.
* Strong proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other business technologies; QuickBooks experience preferred.
* Exceptional organizational and time management skills with outstanding attention to detail.
* Strong written and verbal communication skills with the ability to prepare polished business correspondence and presentations.
* Ability to exercise discretion and maintain confidentiality when handling sensitive company and client information.
* Resourceful, proactive problem-solver with excellent judgment and decision-making skills.
This organization offers a competitive compensation package, comprehensive benefits, and the opportunity to work closely with senior leadership in a dynamic and entrepreneurial environment.
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