Office Administrator

Balyasny Asset Management • Full-time • Chicago, IL, US • 2w ago

ROLE OVERVIEW

As an Office Administrator at Balyasny Chicago, you play a crucial role in fostering a productive, efficient, and welcoming office environment, providing essential support to headquarters. This position demands a highly organized, self-motivated, and proactive individual capable of managing a wide range of administrative and operational tasks—including reception duties, conference and client services, onboarding support, budget oversight, facility management, vendor relations, and space planning. Collaborating with the local and global Corporate Services team, this role will contribute to seamless operations and a positive work environment at Balyasny.

RESPONSIBILITIES

Office Administration & Operations

· Oversee office operations to ensure organizational effectiveness, efficiency, and safety.

· Provide onsite reception desk coverage and professionally answer, screen, and route all incoming calls and email inquiries.

· Greet guests and employees warmly and professionally, maintaining a hospitable environment.

· Manage in-office meeting ecosystem, including calendar coordination, preparation of conference spaces, catering oversight, and A/V system support.

· Operate shipping and receiving services, including daily package/mail distribution and coordinating courier/messenger services.

· Demonstrate flexibility and adaptability in managing matters as they arise with poise and professionalism.

· Organize and review incoming invoices and office budget.

· Perform internal/external guest management, including the scheduling and preparation of workspaces and security access management.

· Maintain documentation and tracking tools relating to office seating and capacity, budgets, onboarding and offboarding, insurance certificates, important contact information, etc.

· Execute supplemental support for firm Founders including lunch preparation, ad hoc projects and requests, meeting coordination, and additional aid as needed.

· Assist with executing onsite events when necessary.

Facilities & Space Management

· Maintain a facilities strategy that aligns with BAM’s needs and industry best practices.

· Serve as a liaison and point of contact for building management, vendors, health and safety, and general employee inquiries.

· Partner with local team in proactively maintaining physical appearance and operational functionality of all office spaces & equipment.

· Handle inventory of office supplies, reordering and stocking on a routine basis.

· Support compliance programs, including Fire and Life Safety and Health, Safety, and Environmental (HSE), and serve as local fire warden and first aider in the office as part of the onsite Emergency Response team (training provided).

· Manage seating and floorplans through workplace planning tools and support the coordination of office seating adjustments.

· Communicate effectively with all users involved to ensure diplomatic solutions and optimal seating for workflow, collaboration, and productivity.

Onboarding Support

· Arrange seats for new hires and set up desks with supplies and company gear kit.

· Manage employee ID card activations and deactivations.

· Execute the capturing and uploading of headshot photos.

· Scan identification documents and complete I-9 verifications.

· Provide facility tours to all new joiners.

Corporate Services Team Collaboration

· Actively participate as a member of Global Corporate Services, supporting teamwide goals and initiatives, and attending and contributing to monthly team meetings.

QUALIFICATIONS & REQUIREMENTS

· 3-5 years of office operations experience, preferably within financial services.

· Excellent verbal/written communication and organizational skills.

· Demonstrated multitasking and project management abilities, with strong attention to detail.

· Ability to prioritize effectively and work independently, with a sense of urgency.

· Professional and positive attitude, trustworthy, with strong follow-through.

· Well-developed interpersonal and relationship-building skills.

· Ability to quickly learn and adapt to new systems and methods.

· Proficiency in Microsoft suite; financial management skills in Excel a plus.

· Strong conflict management, communication, and negotiating skills.

· Professional and courteous manner; exemplary customer service skills.

WHAT WE OFFER