Executive Assistant Office Manager

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

Job summary

The Larko Group seeks an Executive Assistant/Office Manager to support a fast-paced, high-performing team. You’ll manage calendars, coordinate board meetings, arrange domestic and international travel, and handle expense reporting and onboarding.

You’ll also oversee office operations, facilities, vendor relations, and event logistics to keep the team organized and prepared. Ideal candidates have 2-4 years of administrative experience, a polished professional presence, sharp attention to detail,

Qualifications

• 2-4 years of administrative experience supporting a manager, executive, or senior professional.
• Polished and professional presence with external contacts.
• Ability to own projects with minimal direction.
• Comfortable in a fast-paced, entrepreneurial environment.
• Proactive, self-motivated team player with strong communication.

Responsibilities

• Manage a dynamic calendar with last-minute shifts and changing priorities.
• Coordinate board meetings with executives and EAs across stakeholders.
• Arrange domestic and international travel including air, hotel, and dining.
• Provide administrative and operational support, incl. expense reports.
• Schedule meetings, conferences, events, and team activities.
• Be the primary contact for building management and facilities needs.
• Coordinate with vendors for repairs and maintenance tracking.
• Monitor office supplies and vendor relationships within budget.
• Manage conference room calendars and client-ready spaces.
• Coordinate catering for meetings and office events.
• Assist onboarding with workstation setup and access.
• Maintain equipment inventory and schedule repairs as needed.
• Track and reconcile office expenses and invoices.
• Sort and distribute mail and packages promptly.

Skills

Calendar management

Executive support

Communication

Project ownership

Team player

Attention to detail

Organization

Client-facing

Proactive

Tools

Microsoft Office

Google Workspace

Job description

Our client, a leading professional services firm, is seeking a highly proactive Executive Assistant/Office Manager to support a fast-paced, high-performing team. This is a highly visible role for someone who thrives in a sophisticated environment, enjoys being the go-to person, and takes pride in anticipating needs before they arise. From executive and board meeting coordination to travel, office operations, and client-facing support, you’ll play an important role in keeping the team organized, prepared, and operating seamlessly.

Responsibilities

• Manage a dynamic, ever-changing calendar, including frequent last-minute scheduling adjustments and shifting priorities.
• Coordinate board meetings, partnering closely with executives and their EAs to align calendars, priorities, and logistics across multiple stakeholders.
• Coordinate domestic and international travel arrangements, including air and ground transportation, hotel accommodations, and dining reservations.
• Provide administrative and operational support to team members, including expense reporting and other day-to-day needs.
• Schedule and coordinate meetings, conferences, special events, and other team activities.
• Serve as the primary point of contact with building management for day-to-day facility needs, including access, HVAC, security, and common-area issues.
• Coordinate with third-party vendors and service providers to schedule repairs, track maintenance, and ensure timely resolution of facility needs.
• Monitor office supply inventory and proactively manage purchasing and vendor relationships to support smooth office operations and stay within budget.
• Manage conference room calendars and reservations, ensuring meeting spaces are organized, properly equipped, and client-ready.
• Coordinate catering, team meals, and food and beverage needs for meetings and office events.
• Support new employee onboarding by preparing workstations, coordinating building access, and providing office orientation.
• Maintain office equipment inventory and coordinate repairs, maintenance, and replacements as needed.
• Track and reconcile office-related expenses and invoices, including supply purchases and vendor payments.
• Receive, sort, and distribute incoming mail and packages, ensuring time-sensitive deliveries are promptly routed to the appropriate recipient.
• Maintain timely, accurate, and organized information flow across the office.

Ideal Experience

• 2-4 years of administrative experience supporting a manager, executive, or senior-level professional.
• Polished and professional presence with the ability to confidently interact with high-profile clients and external contacts.
• Proven ability to take ownership of projects and responsibilities with minimal direction.
• Comfortable working in an entrepreneurial, fast-paced, and dynamic environment.
• Proactive, self-motivated team player who can work effectively both independently and collaboratively.
• Exceptional attention to detail with strong organizational skills and the ability to prioritize and manage multiple competing priorities.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite, Google Workspace, and other relevant business technologies.

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