Executive Assistant & Office Operations Manager

Access Analytix; Chicago (IL); On-site; USD 70,000 - 90,000; Full time

Job summary

Access Analytix is seeking an Executive Assistant & Office Operations Manager in Chicago to support the leadership team and keep the office running smoothly. This hands-on role combines executive support, office management, and HR administration, requiring proactive ownership of daily operations and confidential handling of information.

The ideal candidate brings 3–5 years of relevant experience, strong organizational and communication skills, and proficiency with GSuite and Slack.

Qualifications

• 3–5 years in office management or executive support.
• Strong written and verbal communication.
• Discretion with confidential information and sensitive records.

Responsibilities

• Provide high-level executive support to the founders.
• Manage calendars, scheduling, and meeting logistics.
• Coordinate internal and external meetings, agendas, materials, and follow-ups.
• Arrange travel and related logistics.
• Prepare and organize documents, correspondence, and presentations.
• Maintain confidentiality and exercise sound judgment.
• Support special projects and ad-hoc initiatives.
• Provide personal assistance to the founders as needed.
• Own the office environment and ensure a welcoming, organized space.

Skills

Organizational skills

Communication

Discretion

Adaptability

Time management

Tools

GSuite

Slack

Job description

Who we are:

Access Analytix is a technology-driven investment and trading firm operating in secondary markets for live events. We use technology and data to drive execution and deliver strong outcomes. We’re a fast-paced, performance-oriented team that values ownership, innovation, continuous improvement, and operational excellence.

Job Description:

We’re looking for a highly organized, proactive Executive Assistant & Office Operations Manager to support our leadership team, keep the office running smoothly, and help manage administrative processes across the business. This is a hands-on, multifaceted role that combines executive support, office management, and HR administration. You’ll be someone who anticipates needs, brings structure to moving pieces, and takes ownership of getting things done without needing

Responsibilities:

Executive Support:

• Executive Support: Provide high-level support to the executive team.
• Calendar Management: Manage calendars, scheduling, and meeting logistics for the founders.
• Meeting Coordination: Coordinate internal and external meetings, including agendas, materials, and follow-ups.
• Travel: Arrange travel and handle related logistics.
• Documents & Correspondence: Draft, proofread, and organize documents, correspondence, and presentations.
• Confidentiality: Handle confidential information with discretion and sound judgment.
• Special Projects: Support special projects and ad-hoc initiatives.
• Personal Support: Provide personal assistance and support to the founders as needed.

Office Operations:

• Office Environment: Own the office vibe. Take ownership of creating a welcoming, organized, and well-run office environment.
• Day-to-Day Operations: Manage office operations including supplies, facilities, mail, and general upkeep.
• Office Point of Contact: Serve as the first point of contact for visitors, deliveries, and office-related questions.
• Expenses & Budget Support: Track expenses, process invoices, and reconcile receipts against the office budget.
• Facilities Coordination: Coordinate with the landlord and contractors to resolve facilities and equipment issues.
• Systems & Troubleshooting: Maintain office systems and tools and troubleshoot small issues before they become bigger problems.
• Team Events: Plan quarterly company outings, celebrations, and team-building events.

HR & People Operations:

• People Processes: Keep people processes organized and running on schedule.
• Employee Records: Maintain employee records with strict accuracy and confidentiality, including sensitive personal and compensation data.
• Onboarding: Execute the onboarding process for new hires: accounts, equipment, paperwork, first-week scheduling, and check-ins.
• Employee Experience: Coordinate team events and employee experience activities, including logistics, scheduling, vendors, and setup.
• Recruiting: Post open roles across job boards and manage applicant tracking.
• Candidate Screening: Screen candidates and conduct initial screening calls to assess fit.
• Interview Coordination: Coordinate interview scheduling across candidates and the hiring team.

Who We Are Looking For:

• Experience Requirement: 3-5 years in office management, executive support, or a blended operations/people role.
• Organization: Exceptional organization and attention to detail.
• Communication: Strong written and verbal communication.
• Discretion & Judgment: Proven ability to handle confidential and sensitive information, including compensation and personnel records, with discretion and sound judgment; comfortable maintaining strict information boundaries even in a small, close-knit team.
• Adaptability: Comfort juggling competing priorities and shifting gears quickly.
• Responsiveness & Flexibility: Able to recognize priorities, respond quickly when needed, and provide occasional flexibility outside of normal business hours.
• Technical Skills: Proficiency with GSuite and Slack; ability to learn new systems.

Salary:

$70,000 - $90,000 per year

Job Type:

Full-time

Schedule:

Monday-Friday during normal business hours, with flexibility to assist outside of regular hours, including occasional evenings or weekends, as business needs require.