Office Manager

Ryan Specialty•Chicago, IL

68d•$64,750 - $75,000•Onsite

About The Position

The Office Manager is a highly visible, multifaceted role that combines proactive executive support, event planning, and workplace experience to help leaders and employees operate at their best. This role provides support to a number of designated leaders while helping support the workplace experience for approximately 130 employees across multiple MGUs sharing the Chicago office. Responsibilities include managing complex calendars, meetings, travel, communications, and expenses, as well as planning and executing a regular cadence of leadership meetings, employee events, and business gatherings. What differentiates this position from a traditional administrative role is its Workplace Experience lens. This individual looks beyond individual requests to connect leaders, employees, events, visitors, and office operations, creating a cohesive and professional experience across the businesses we support. Success requires someone who can anticipate needs, exercise sound judgment, and comfortably shift between planned priorities and real-time needs throughout the day.

Requirements

3+ years of relevant experience in executive support, event planning, workplace experience, hospitality, business operations, or a related field preferred.
Demonstrated experience supporting executives or senior leaders, including calendar, meeting, travel, and expense management.
Experience planning and executing meetings, events, or employee experiences from concept through completion.
Strong organization, attention to detail, communication, and follow-through with the ability to independently manage multiple priorities and stakeholders.
Strong problem-solving skills with the confidence to anticipate needs, evaluate options, and recommend solutions.
Experience with vendors, budgets, purchasing, facilities, or workplace operations preferred.
Ability to handle confidential and sensitive information with professionalism and discretion.

Nice To Haves

Bachelor's degree preferred. Equivalent combination of education and relevant professional experience will also be considered.

Responsibilities

Provide proactive Executive Assistant support to designated leaders, managing complex calendars and meetings, anticipating needs, resolving scheduling conflicts, and helping leaders effectively manage their time and priorities.
Coordinate business travel, itineraries, accommodations, and related expense reporting.
Draft, prepare, and organize correspondence, presentations, reports, meeting materials, and other business documents.
Serve as a trusted point of contact for internal and external stakeholders and support special projects and evolving business priorities.
Handle confidential and sensitive information with sound judgment and discretion.
Plan and execute leadership gatherings, employee events, business meetings, celebrations, and other experiences from concept through completion.
Partner with leaders, MGUs, and the broader Workplace Experience team to create experiences aligned with the audience, purpose, and business need.
Manage event logistics, vendors, communications, materials, technology, budgets, and onsite execution.
Bring creative ideas forward and continuously look for ways to make meetings and events more intentional, engaging, and effective.
Create a cohesive, welcoming, and professional workplace experience within a shared office supporting multiple MGUs.
Build relationships across the businesses to understand employee and leadership needs while helping create connection across the shared workplace.
Provide a polished onsite experience for employees, executives, candidates, clients, brokers, and other visitors.
Partner with the broader Workplace Experience team to bring firmwide culture initiatives, recognition, community efforts, and employee programs to life locally.
Use employee feedback and workplace observations to identify opportunities to strengthen connection and the overall employee experience.
Serve as a visible ambassador for the organization's culture, values, and Workplace Experience standards.
Oversee day-to-day office operations to ensure the shared workplace remains organized, professional, safe, functional, and prepared for business needs.
Manage shared workplace resources including meeting spaces, supplies, food and beverage programs, amenities, common areas, mail and deliveries, seating, new-hire readiness, and visitor access.
Serve as the primary liaison with building management and service providers for repairs, maintenance, access, security, cleaning, HVAC, and other facilities needs, tracking issues through resolution.
Manage office vendors, purchasing, invoices, expenses, contracts, and operational documentation within established budgets and processes.
Proactively identify office needs, recurring issues, and potential disruptions and address or escalate them before they create larger business impact.
Develop repeatable processes and resources that improve consistency and efficiency, and recommend better approaches when existing processes are unnecessarily manual, costly, or ineffective.