Operations Specialist

Beacon Hill Staffing Group, LLC; Chicago (IL); On-site; USD 60,000 - 90,000; Full time

Job summary

Beacon Hill Staffing Group, LLC in Chicago seeks an Operations Specialist to support its headquarters and serve as a key resource across office operations, executive support, and marketing initiatives. This highly visible role partners with firm leadership, manages calendar coordination, travel planning, and facility logistics while ensuring confidential records and professional communications.

You will collaborate with the Marketing team on events, vendor relations, and IT coordination to keep

Qualifications

• 3+ years of executive, administrative, office management, operations, or project coordination experience within a professional services environment.
• Experience supporting senior leaders while managing multiple priorities in a fast-paced setting.
• Strong proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other business technologies; QuickBooks experience preferred.
• Exceptional organizational and time management skills with outstanding attention to detail.
• Strong written and verbal communication skills with the ability to prepare polished business correspondence and presentations.
• Ability to exercise discretion and maintain confidentiality when handling sensitive company and client information.
• Resourceful, proactive problem-solver with excellent judgment and decision-making skills.

Responsibilities

• Serve as the primary point of contact for the Chicago office, managing relationships with building management, vendors, and service providers.
• Oversee office logistics including supplies, equipment, mail, facilities coordination, and general office management.
• Provide executive-level administrative support to Partners and senior leadership, including complex calendar management, travel planning, and expense administration.
• Attend confidential meetings, prepare detailed meeting summaries, and maintain accurate records and documentation.
• Draft, edit, and prepare professional presentations, reports, communications, and other business materials using Microsoft Office tools.
• Maintain organized digital files and records while ensuring confidentiality and adherence to document retention practices.
• Serve as the primary liaison with the firm's managed IT provider, coordinating technology support, troubleshooting issues, and facilitating ongoing technology needs.
• Partner with the Marketing team to plan and execute internal events, client programs, conferences, and industry engagements.
• Coordinate event logistics including vendor management, scheduling, materials preparation, attendee communications, and on-site support.
• Support special projects and firm initiatives as needed.

Skills

Executive support

Office management

Operations

Project coordination

Microsoft Office

QuickBooks

Communication skills

Discretion

Time management

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Teams

QuickBooks

Job description

Beacon Hill was founded to set a new standard in search, career placement and flexible staffing. A growing Chicago-based professional services firm is seeking an Operations Specialist to support its headquarters and serve as a key resource across office operations, executive support, and marketing initiatives. This highly visible role is ideal for a polished, proactive professional who thrives in a fast-paced environment, enjoys wearing multiple hats, and takes pride in creating seamless experiences for both internal and external stakeholders. Working closely with firm leadership, this individual will play an integral role in supporting day-to-day operations while helping drive firmwide initiatives and events.

THE ROLE:

• Serve as the primary point of contact for the Chicago office, managing relationships with building management, vendors, and service providers to ensure smooth day-to-day operations.
• Oversee office logistics including supplies, equipment, mail, facilities coordination, and general office management.
• Provide executive-level administrative support to Partners and senior leadership, including complex calendar management, meeting coordination, travel planning, and expense administration.
• Attend confidential meetings, prepare detailed meeting summaries, and maintain accurate records and documentation.
• Draft, edit, and prepare professional presentations, reports, communications, and other business materials using Microsoft Office tools.
• Maintain organized digital files and records while ensuring confidentiality and adherence to document retention practices.
• Serve as the primary liaison with the firm's managed IT provider, coordinating technology support, troubleshooting issues, and facilitating ongoing technology needs.
• Partner with the Marketing team to plan and execute internal events, client programs, conferences, and industry engagements.
• Coordinate event logistics including vendor management, scheduling, materials preparation, attendee communications, and on-site support.
• Support special projects and firm initiatives as needed.

YOU:

• 3+ years of executive, administrative, office management, operations, or project coordination experience within a professional services environment.
• Experience supporting senior leaders while managing multiple priorities in a fast-paced setting.
• Strong proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other business technologies; QuickBooks experience preferred.
• Exceptional organizational and time management skills with outstanding attention to detail.
• Strong written and verbal communication skills with the ability to prepare polished business correspondence and presentations.
• Ability to exercise discretion and maintain confidentiality when handling sensitive company and client information.
• Resourceful, proactive problem-solver with excellent judgment and decision-making skills.

This organization offers a competitive compensation package, comprehensive benefits, and the opportunity to work closely with senior leadership in a dynamic and entrepreneurial environment.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.

Benefits Information:

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.

We look forward to working with you. Beacon Hill. Employing the Future