Operations Specialist

Beacon Hill; Chicago (IL); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Competitive compensation

Comprehensive benefits

Job summary

Beacon Hill, a Chicago-based professional services firm, is seeking an Operations Specialist to support headquarters and serve as a key resource across office operations, executive support, and marketing initiatives. This role interacts with firm leadership and drives day-to-day operations while contributing to firmwide events and initiatives.

Ideal candidates bring 3+ years of admin/ops experience, strong MS Office and QuickBooks skills, and exceptional organizational abilities.

Qualifications

• 3+ years of executive, administrative, or operations experience within professional services.
• Experience supporting senior leaders while managing multiple priorities in a fast-paced setting.
• Strong written and verbal communication with polished business correspondence.
• Ability to exercise discretion and maintain confidentiality with sensitive information.
• Resourceful, proactive problem-solver with good judgment.

Responsibilities

• Serve as primary contact for the Chicago office, managing relationships with building management and vendors.
• Oversee office logistics, supplies, equipment, mail, and facilities coordination.
• Provide executive-level administrative support to Partners, including calendar management and travel planning.
• Attend confidential meetings, draft summaries, and maintain records.
• Prepare professional presentations and reports using Microsoft Office tools.
• Maintain organized digital files with confidentiality and retention practices.
• Coordinate IT support with the managed provider and assist with tech needs.
• Partner with Marketing to plan internal events and client programs.
• Coordinate event logistics, including vendor management and on-site support.
• Support special projects and firm initiatives as needed.

Skills

Executive support

Multi-priority management

Organization & time management

Written & verbal communication

Discretion & confidentiality

Proactive problem-solver

Tools

MS Office

QuickBooks

Job description

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.

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

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.

Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

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.