Office Administrator

We’re partnering with our client, a highly regarded investment advisory firm based in Chicago, to identify an Administrative Coordinator to join their team. This individual will play a key role in ensuring smooth day-to-day office operations while also serving as the first point of contact for clients, visitors, and vendors.

This is a highly visible, service-oriented role for someone who is organized, proactive, and detail focused, with the ability to create a welcoming and well-run office environment while supporting a variety of administrative, operational, and marketing functions.

Key Responsibilities

Front Desk & Office Operations

• Serve as the first point of contact for clients, visitors, and vendors by answering phones, greeting guests, and managing deliveries with a high level of professionalism and hospitality

• Manage incoming and outgoing mail, courier services, and time-sensitive shipments including critical documents such as tax and account-related materials

• Coordinate daily office logistics including shared calendars, conference room scheduling, parking coordination, and general office flow

• Oversee building access, security coordination, and visitor management to ensure a seamless and secure office experience

Administrative & Facilities Support

• Maintain a clean, organized, and fully stocked office environment including conference rooms, kitchen areas, and shared spaces

• Support internal and external meetings by coordinating room setup, catering, materials, and basic technology troubleshooting

• Assist with firmwide meetings by managing calendar invites, logistics, and behind-the-scenes coordination to ensure smooth execution

• Step in as needed to support general administrative tasks and special projects across the team

Marketing & Communications Support

• Assist in execution of marketing campaigns including client communications, e-blasts, recurring market updates, and quarterly materials

• Support creation and light editing of marketing content, including basic visual or video updates as needed

• Maintain internal communication resources such as shared drives and intranet pages to ensure accuracy and accessibility

• Help coordinate firm presence on social media platforms and support creation of simple, on-brand graphics under guidance

Events & Team Support

• Assist with planning and coordination of internal meetings, client events, and team gatherings

• Support logistics for events including scheduling, materials, and day-of execution

• Act as a flexible team player, stepping in wherever needed to support office operations and firm initiatives

Qualifications

• 2 to 3 years of experience in an administrative, office coordination, or similar support role

• Strong organizational skills with the ability to manage multiple priorities and shifting demands

• Excellent communication and interpersonal skills with a strong team oriented mindset

• Proficiency in Microsoft Office (Outlook, Excel, PowerPoint)

• Basic experience with Canva, PowerPoint, or Adobe InDesign preferred

• Self-starter with a strong work ethic and ability to work with minimal supervision

• Ability to lift up to 30 pounds as needed for office support tasks

• Comfortable with a dynamic workflow that may require occasional flexibility beyond standard hours

What They’re Looking For

• Highly organized, detail oriented, and proactive approach to daily responsibilities

• Strong sense of ownership and reliability in a fast paced office environment

• Friendly, professional presence with strong client service instincts

• Ability to anticipate needs and keep office operations running smoothly without constant direction

• Team player who is willing to support wherever needed to ensure overall success of the office

• Strong organizational skills with the ability to manage multiple priorities and shifting demands

• Excellent communication and interpersonal skills with a strong team oriented mindset

• Proficiency in Microsoft Office (Outlook, Excel, PowerPoint)

• Basic experience with Canva, PowerPoint, or Adobe InDesign preferred

• Self-starter with a strong work ethic and ability to work with minimal supervision

• Ability to lift up to 30 pounds as needed for office support tasks

• Comfortable with a dynamic workflow that may require occasional flexibility beyond standard hours

The Equus Group is an Equal Opportunity Employer and takes pride in maintaining a diverse environment. We do not discriminate in recruitment, hiring, training, promotion, or any other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, marital or veteran status, disability, or any other legally protected status.