Office Administrator

National Equity Fund, Inc.; Chicago (IL); On-site; USD 42,000 - 62,000; Full time

Job summary

National Equity Fund, Inc. is seeking an Office Administrator to be the first point of contact for visitors and callers, delivering professional front-desk service and coordinating administrative tasks across departments.

The role combines day-to-day office operations with conference administration, invoicing, travel arrangements, and event support in a fast-paced environment.

Qualifications

• College degree or equivalent work experience required.
• 3–5+ years of administrative, receptionist, or office coordination experience in a professional environment.
• Excellent verbal, written, and interpersonal communication skills.
• Strong organizational, multi-tasking, and prioritization skills with attention to detail and accuracy.
• Proficiency in MS Office (Word, Excel, PowerPoint); knowledge of Adobe products is a plus.

Responsibilities

• Provide a polished and professional welcome to all visitors, managing guest interactions and ensuring a positive experience from arrival through departure.
• Maintain office security by following safety procedures and controlling access via the reception desk.
• Maintain the reception area, conference rooms, restrooms, and lounges in a clean, organized manner.
• Manage daily calendars, meetings, conference room bookings, and itineraries.
• Prepare and track expense reports for senior managers and staff; handle clerical duties.
• Manage and code invoicing for internal support departments; ensure accuracy and timely processing.
• Order food and supplies for meetings and code invoices accordingly.
• Track event budgets, invoices, and approvals; assist with reconciliation.
• Coordinate travel arrangements for production teams across departments.
• Support events team with conference registrations, attendee lists, and deadlines.
• Assist with internal events, including company celebrations and all-staff meetings.

Skills

Administrative experience

Multitasking

MS Office

Adobe knowledge

Excellent communication

Education

College degree or equivalent

Tools

MS Office Suite

Adobe products

Job description

NATIONAL EQUITY FUND, INC. is a leading non-profit syndicator of Low-Income Housing Tax Credits (LIHTC) with a mission to create and deliver innovative, collaborative financial solutions to expand the creation and preservation of affordable housing.

The Office Administrator serves as NEF's first point of contact, delivering professional front-desk and reception service to visitors and callers while providing high-level administrative facilities, and coordination support across the business. The role combines day-to-day office operations with conference administration and manages invoices on behalf of the internal support service departments. The Office Administrator is highly organized, service-oriented, and able to manage multiple priorities in a fast-paced environment.

The Office Administrator is highly organized, service-oriented, and able to manage multiple priorities in a fast-paced environment.

Essential Duties And Responsibilities

• Provide a polished and professional welcome to all visitors, managing guest interactions, and ensuring a positive and efficient experience from arrival through departure.
• Maintain office security by following safety procedures and controlling access via the reception desk (monitoring the Building Hub, Robin, issuing visitor badges, and notifying internal staff of expected visitors).
• Maintain the reception area, conference rooms, Women’s restroom amenities supply, and employee lounges/wellness spaces in a clean, well-run, and organized manner.
• Manage daily calendars, including scheduling meetings, confirming appointments, booking conference rooms, and preparing itineraries.
• Prepare and track expense reports for senior managers and staff as needed, along with other clerical duties as assigned.
• Manage and code invoicing on behalf of the internal support service departments (HR, Facilities Management, Marketing, Legal, and Operations) ensuring accuracy and timely processing.
• Order food and supplies for meetings as requested and code invoices to the appropriate department with attendee details.
• Track event-related budgets, invoices, and purchase approvals, and assist with reconciliation.
• Coordinate travel arrangements, flights, hotels, and car reservations for the production teams (Investor Relations, Originations, and Lending)
• Support the Internal Events & Conference Manager with coordinating and booking conference registrations, meetings, and appointments for the production teams, maintaining attendee lists and deadlines.
• Support the Internal Events & Conference Manager in the administration of internal events, including company celebrations, all-staff meetings, town halls, leadership events, and team-building activities, including scheduling, materials, signage, onsite support, and event-related communications.
• Oversee the smooth operation of the copy/mail room, including copy jobs, mail sorting and delivery, and FedEx.
• Maintain office and lounge supply inventory, verifying stock and ordering replacements as appropriate.
• Understand the setup and operation of Smart Boards, docking stations, AV equipment, and sound systems; provide first-level IT Help Desk support to staff as needed.
• Train others, as needed, on reception, copy center, and mailroom duties.
• Assist with other duties related to running NEF's Chicago and national offices as needed.
• Perform other duties as assigned.

Minimum Knowledge, Skills, And Abilities Required

• College degree or equivalent work experience required
• 3–5+ years of administrative, receptionist, or office coordination experience in a professional environment.
• Excellent verbal, written, and interpersonal communication skills, with the ability to build positive relationships with coworkers and visitors.
• Strong organizational, multi-tasking, and prioritization skills with exceptional attention to detail and accuracy.
• Proficiency in MS Office (Word, Excel, and PowerPoint in particular); knowledge of Adobe products is a plus.
• Office hours for this position will be 9:00 a.m. until 5:00 p.m. as well as the ability to work overtime hours as needed. Will need to be able to lift 30 pounds if required.

We offer a competitive salary, along with a comprehensive benefits package.

NEF IS AN EQUAL OPPORTUNITY EMPLOYER