Office Administrator

ElectronX•Chicago, IL

19h•Hybrid

About The Position

As a fast-growing company in the highly competitive, quantitative capital markets industry, ElectronX values candidates who are resourceful, curious and adaptable to change. Our cultural focus on innovation requires collaborative and entrepreneurial teammates with the intellectual grit necessary for near- and long-term success. As Office Administrator, you’ll support ElectronX’s executive team as needed, while keeping our Chicago and New York offices running smoothly. This role sits at the center of a fast-paced, high-stakes startup where your ability to anticipate needs, exercise discretion, and execute flawlessly will directly enable our leadership. You’ll keep both offices running smoothly so the team can stay focused on what they do best.

Requirements

Bachelor’s degree
Five years of administrative assistance experience in a fast-paced environment
Exceptional organizational and time-management skills with strong attention to detail
Strong written and verbal communication skills
Proficiency in Google Workspace
Ability to multitask and prioritize effectively
Occasional availability outside of normal business hours

Nice To Haves

Experience with Ramp
Experience with Slack
Prior experience in fintech, financial services, or another regulated industry
Prior experience supporting senior leadership

Responsibilities

Manage office supplies and vendor relationships for both the New York and Chicago offices
Ensure the office is a productive, welcoming place to work — coordinating team meals and keeping the space well-stocked so the team can stay focused on their work
Plan and coordinate periodic corporate events, including meetings and team-building activities
Manage event logistics, such as venue selection, catering, transportation, and technology needs
Set new hires up for a great first day — building access, IT, and the welcoming details — and partner with IT and building management to keep both offices secure, accessible, and equipped so the team never has to worry about the basics
Helping the executive team flag and resolve calendar conflicts so their time goes to high-priority work
Assisting when needed with travel itineraries, accommodations, and logistics for the executive team
Track and reconcile expenses for the executive team on an as-needed basis
Lead and execute special projects as assigned, demonstrating initiative and independent problem-solving