Office Manager

Careers and Highline Warren•Naperville, IL

3d•Onsite

About The Position

This role is the operational anchor for the Highline Warren Center for Commercial Excellence, ensuring the office runs seamlessly while providing high-touch support to Commercial leaders, including the CCO. This is not a traditional front-desk role; it demands executive presence, strong judgment, urgency, and the ability to anticipate needs in a dynamic environment. The Office Manager is responsible for all aspects of office operations, coordinates both on-site and off-site meetings and events, supports visiting Commercial teams, oversees vendors, and provides structured administrative support that includes building spreadsheets for budgeting, tracking, and operational visibility. What Makes This Role Different Direct support to Commercial leadership, including the CCO. Ownership of the Commercial Center of Excellence workplace experience. Elevated professionalism and ability to handle urgent, confidential requests. Responsibility for on-site AND off-site event planning (Commercial team meetings, vendor sessions, leadership gatherings, etc.). Demonstrated competency in building spreadsheets for budget and tracking needs. Who You Are Polished, confident, and comfortable interacting with executives. Exceptionally organized with the ability to manage competing priorities. Proactive, identifies needs and solves problems before they surface. Skilled in Excel with proven ability to build spreadsheets for budgeting, expense tracking, and operational reporting. Strong communicator who thrives in a fast-paced, high-expectation environment.

Requirements

5+ years in office management, executive support, coordination, or operations.
Demonstrated proficiency in Excel, including building spreadsheets for budgeting and tracking.
Strong organizational skills with the ability to manage multiple priorities.
Excellent written and verbal communication skills.
Experience coordinating on-site and off-site meetings or events.
Ability to work with discretion, confidentiality, and executive presence.

Nice To Haves

Experience supporting Commercial, Sales, or multi-functional teams.
Prior ownership of office operations or facilities management.
Experience building SOPs or improving operational processes.
Comfortable operating in a high-urgency, high-expectation environment.

Responsibilities

Executive Support Provide high-quality support to the CCO and select Commercial executives.
Handle urgent, sensitive, or complex requests with professionalism and discretion.
Build and maintain spreadsheets for budgets, tracking, and reporting.
Prepare materials, presentations, and documents for internal meetings.
Coordinate travel, agendas, and logistics for visiting Commercial team members.
Office & Facility Operations Independently manage the daily operations of the Commercial Center of Excellence.
Serve as the primary contact for building management, security, and maintenance vendors.
Ensure conference rooms and shared areas are always ready for use.
Maintain inventory of supplies and oversee office equipment readiness.
Proactively address office issues before they impact operations.
Front-of-House & Visitor Experience Welcome visitors, executives, vendors, and partners with professionalism.
Oversee visitor check-in, badges, and building access protocols.
Create a polished, hospitality-focused environment for all guests.
Meeting & Event Coordination (On-Site and Off-Site) Plan, coordinate, and execute on-site and off-site meetings, events, and gatherings for the Commercial organizationincluding leadership meetings, vendor meetings, team offsites, customer sessions, and Commercial-wide events.
Manage logistics including venue research, reservations, catering, transportation, technology readiness, materials, and run-of-show planning.
Partner with Commercial leaders to organize agendas, attendee coordination, and communication.
Ensure seamless execution and professional experience across all locations.
Administrative Governance & Budget Tracking Build and maintain Excel-based tools for budgets, operational tracking, expense summaries, and vendor accountability.
Track office-related expenses and manage invoice processing.
Develop and maintain SOPs for office operations and visitor management.
Maintain strong administrative controls to support leadership efficiency.