Executive Assistant Office Manager

The Larko Group; Chicago (IL); On-site; USD 65,000 - 90,000; Full time

Job summary

The Larko Group in Chicago seeks an Executive Assistant & Office Operations Manager to keep the office running smoothly while supporting leadership and people processes. This hands-on, multifaceted role blends executive support, office operations, and HR administration.

You’ll anticipate needs, manage calendars, arrange travel, coordinate with vendors, track expenses, and maintain confidential information with discretion and professionalism in a fast-paced environment.

Qualifications

• 3–5 years of experience in office management, executive support, or a blended role.
• Strong written and verbal communication skills.
• Proactive mindset with the ability to handle confidential information.

Responsibilities

• Create a welcoming, organized, polished, and professional office environment.
• Manage day-to-day office operations, including supplies, facilities, mail, vendors, and upkeep.
• Serve as a key point of contact for visitors and office-related inquiries.
• Track expenses, process invoices, and reconcile receipts against the office budget.
• Coordinate with building management, vendors, and contractors to keep the office running smoothly.
• Maintain office systems and tools, and troubleshoot minor issues.
• Plan company outings, celebrations, and team-building events.
• Provide high-level administrative and operational support to senior leadership.
• Manage calendars, scheduling, and meeting logistics.
• Coordinate internal and external meetings, agendas, materials, and follow-ups.
• Arrange travel and related logistics.
• Draft, proofread, and organize documents and presentations.
• Handle confidential information with discretion and professionalism.
• Support HR/admin processes including onboarding and personnel records.

Skills

Organizational excellence

Calendar management

Communication skills

Discretion & confidentiality

Google Workspace

Slack

Education

Bachelor's degree preferred

Tools

Google Workspace

Slack

Job description

A leading investment firm is looking for a highly organized, proactive Executive Assistant & Office Operations Manager to help keep the office running seamlessly while supporting leadership and key people processes. This is a hands‑on, multifaceted role that blends executive support, office operations, and HR administration. You’ll be someone who naturally stays a step ahead, spots what needs to be done, and makes it happen. Given the confidential nature of the role, discretion, sound judgment, and the ability to handle sensitive information with care are essential.

Responsibilities

• Create a welcoming, organized, polished, and fun environment.
• Manage day‑to‑day office operations, including supplies, facilities, mail, vendors, and general upkeep.
• Serve as a key point of contact for visitors, deliveries, and office‑related questions.
• Track expenses, process invoices, and reconcile receipts against the office budget.
• Coordinate with building management, vendors, and contractors to keep the office running smoothly.
• Maintain office systems and tools, troubleshooting the small stuff before it becomes a concern.
• Plan company outings, celebrations, and team‑building events that bring people together.
• Provide high‑level administrative and operational support to senior leadership.
• Manage calendars, scheduling, and meeting logistics.
• Coordinate internal and external meetings, including agendas, materials, and follow‑ups.
• Arrange travel and manage related logistics.
• Draft, proofread, and organize documents, correspondence, and presentations.
• Handle confidential information with discretion, sound judgment, and a high level of professionalism.
• Support special projects and Ad Hoc initiatives as priorities evolve.
• Assist with personal support and errands as needed.
• Help keep people‑related processes organized, timely, and running smoothly.
• Maintain employee records with accuracy and confidentiality, including sensitive personnel information.
• Support new‑hire onboarding, including accounts, equipment, paperwork, scheduling, and first‑week coordination.
• Coordinate employee experience initiatives, including events, logistics, vendors, and setup.
• Support recruiting efforts by posting open positions, maintaining applicant information, and keeping candidate activity organized.
• Conduct initial candidate screens and help assess alignment with role requirements.
• Coordinate interview scheduling and communication across candidates and internal stakeholders.
• Support the hiring process and direct substantive compensation or offer questions to senior leadership.

Ideal Experience

• Degree preferred but not required.
• 3–5 years of experience in office management, executive support, operations, people coordination, or a similarly blended role.
• Exceptional organization, follow‑through, and attention to detail.
• Strong written and verbal communication skills.
• Comfortable wearing multiple hats with a proactive mentality.
• Demonstrated ability to handle confidential and sensitive information with discretion and sound judgment.
• Comfortable maintaining clear information boundaries in a close‑knit, fast‑moving environment.
• Ability to juggle competing priorities, shift gears quickly, and stay calm when things change.
• Proficiency with Google Workspace and Slack; comfortable learning new systems and technology.
• A proactive, hands‑on mindset — someone who sees what needs to be done and makes it happen.
• Warm, polished, resourceful, and naturally inclined to make things easier for the people around them.

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