Manager, Office Operations & Marketing Administration

Graycor Family of Companies•Chicago, IL

11h

About The Position

The Manager, Office Operations & Marketing Administration is responsible for overseeing day-to-day office operations, coordinating marketing and communications initiatives, and providing high-level administrative and organizational support to executive leadership. This role ensures a professional, organized, and well-supported office environment while also supporting brand consistency, marketing execution, and corporate administrative compliance.

Requirements

Bachelor’s degree in Business, Marketing, Communications, or related field preferred.
5+ years of experience in office management, corporate administration, marketing coordination, or executive support.
Strong organizational and project management skills.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office (Teams, Outlook, Word, Excel, PowerPoint) and presentation software.
High level of discretion and professionalism.
High level of attention to detail, and the ability to manage multiple priorities in a fast-paced, high-visibility environment.
A strong sense of urgency and a positive, proactive desire to support a broad range of initiatives and tasks and an ability to work proactively, prioritizing and managing time independently.
To be poised, pleasant, polished, professional, and able to comfortably interact professionally and effectively with managers, clients, and C-Suite executives.

Nice To Haves

Experience with website content management and social media platforms/analytics preferred.
Working knowledge of marketing tools such as: Email marketing platforms (e.g., Mailchimp, HubSpot) Basic graphic design tools (e.g., Canva, Adobe Creative Suite preferred but not required)

Responsibilities

Office Management & Operations Serve as primary liaison with building management.
Oversee office organization, cleanliness, and overall workplace presentation.
Ensure office supplies, furnishings, and equipment are stocked and maintained.
Coordinate meeting setup, conference room logistics, and onsite event readiness.
Support onboarding of new staff and coordination of visiting team members.
Manage visitor reception needs to ensure a professional experience.
Marketing & Brand Coordination Coordinate with internal marketing partners to maintain and update the Gray Capital Investors website, including case studies, news updates, job postings, and other relevant content Maintain and update company presentations, pitch decks, and marketing collateral.
Support management of social media feeds and ensure consistent brand messaging.
Coordinate photography and content collection for marketing use.
Assist in planning and organizing business partner meetings, dinners and networking events, conferences and speaking engagements.
Support public relations initiatives and external communications.
Team Administration & Executive Support Maintain organized documentation and file management systems.
Ensure compliance with NDA requirements and record retention policies.
Provide logistical coordination and travel support for team members.
Support administration related to tax filings, accounting coordination, legal documentation, and Board and shareholder communications.
Handle highly confidential and sensitive materials with discretion.
Provide administrative support related to Gray Capital Foundation and charitable initiatives as needed.