PHONE: 312.857.2300

Office Manager

Office Manager

Boutique financial services firm dedicated to creating a collaborative and team-based culture is seeking an Office Manager who is will foster the mission of the firm. Outstanding attention to detail, sound judgement and the ability to meet deadlines while juggling multiple requests across the organization is critical. A high level of integrity and discretion handling confidential information and professionalism dealing with executives inside and outside the organization. They value teammates are team players, driven and have a healthy sense of fun!

Responsibilities

  • Schedule conference rooms, order catering, set up audiovisual technology, and break down meetings
  • Maintain all office equipment and perform basic IT troubleshooting
  • Coordinate with vendors as necessary for overall suite appearance, maintenance, and management
  • Office supply management, including monitoring inventory and replenishing as needed
  • Liaise with the building management and facilitate security, maintenance/repair, and janitorial needs
  • Plan various events such as the Firm’s annual investor meeting, Partner offsites and holiday party.
  • Manage all incoming calls and mail; prepare correspondence and prepare all overnight packages and arrange for vendor pick-up
  • Manage multiple calendars across multiple time zones, coordinate meetings and conference calls
  • Arrange travel itineraries, flights, hotel accommodations, ground transport, and meals
  • Process invoices and prepare expense reports
  • Handle filing and record-keeping (electronic and paper); perform data entry and scan documents
  • CRM maintenance and investor portal management
  • Create and maintain email marketing databases
  • Maintain stocking of company kitchen
  • Assist with employee manual and new employee onboarding
  • Perform other duties as assigned by management team to support the day-to-day functions of the firm

Requirements

  • 5+ years of office administration and support experience, preferably at an investment management firm
  • Exceptional interpersonal relationship skills and written and verbal communication skills
  • Self-starter and demonstrated initiative
  • Strong organizational skills and attention to detail
  • Ability to work independently and as a team player
  • Intellectually curious, high energy, and a high level of discretion
  • Proficiency with Microsoft Office Suite

#116982

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