Office Manager

Vantage Risk•Chicago, IL

10d•Onsite

About The Position

Vantage is seeking a highly capable and proactive Office Manager to serve as the hub for our Chicago office. This role demands strong organizational skills and office ingenuity, keeping the Chicago office running at its best every day while supporting the broader administrative and office needs of Vantage teams and individuals across the organization. You will act as a trusted liaison across all levels of the organization, from internal staff to external brokers, clients, and vendors, handling sensitive matters with discretion and driving seamless execution across office priorities. This is a highly visible role for a self-starter who takes pride in both the details and the bigger picture, and given the close day-to-day collaboration with Vantage colleagues, it can serve as a steppingstone into various insurance roles for those looking to grow into the business. The base salary expectation for this role is between $75,000 and $100,000. Base salary for the selected candidate will be commensurate with candidate experience and expectations. Additionally, Vantage offers its colleagues performance-based bonus potential, strong health & welfare benefits, retirement plan, competitive time off plans, a highly flexible work environment, and much more.

Requirements

Preferred experience in an office management or senior administrative role, ideally within financial services or a professional services environment required.
Exceptional organizational and time-management skills with the ability to manage multiple priorities simultaneously without loss of quality required.
Outstanding written and verbal communication skills; able to represent the company with confidence and professionalism.
High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Proven ability to handle confidential information with discretion, integrity, and sound judgment required.
Self-directed and solution oriented.
Located in a commutable distance to the Chicago office.
Familiarity with the Chicago professional business environment and local vendor landscape.
Ability to process and adapt to change in a rapid growth company environment.
Vantage associates are expected to be curious, thrifty, and resourceful to manage through the unknowns of growing a specialty (re)insurance business from the ground up.

Nice To Haves

Bachelor’s or Technical degree or equivalent professional experience preferred.
Recent college graduates or early insurance candidates with strong organizational skills, a collaborative mindset, and interest in building a career in insurance are encouraged to apply.
Experience in the (re)insurance, financial services, or related industry preferred.

Responsibilities

Handle incoming and outgoing phone and email inquiries with professionalism, routing them appropriately and always maintaining confidentiality.
Serve as the first point of contact for the Chicago office, managing reception, overseeing office flow, and maintaining a welcoming, productive environment.
Manage all incoming and outgoing mail and shipping needs, including FedEx and other courier coordination.
Coordinate business card ordering and management through the Mobilio platform.
Process and track office-related invoices, ensuring accuracy and timely handling.
Provide administrative support across all Vantage office locations and coordinate with landlords on lease-related matters.
Partner closely with the Distribution team on enterprise-wide event planning across Distribution, Business Unit, and Executive teams, with occasional travel to event sites, a great entry point for anyone interested in growing into our insurance distribution business.
Source and order branded materials for teams and company events.
Manage travel and expense administration, including booking and filing, for designated team members.
Take on additional responsibilities as business needs evolve, a strong opportunity to broaden scope and grow within the role.
Oversee upkeep of all office areas, including kitchen, supply rooms, and meeting spaces, ensuring they remain stocked, clean, and functional.
Liaise with building management on maintenance issues, coordinating resolution and tracking completion of service requests.
Set the tone for the look, feel, and culture of the Chicago office environment, establishing and maintaining a high standard of professionalism and hospitality.
Coordinate office moves, furniture procurement and disposal, and onsite storage management as needed.
Support the administrative aspects of new hire onboarding, including office protocol training and access coordination.
Proactively identify ways to improve the day-to-day running of the office.
Manage conference room scheduling and resolve technology or logistics issues to support seamless meeting execution.
Lead on-the-day execution of Chicago office events, team meetings, broker receptions, and client gatherings, providing hands-on logistics support for meetings and visits.
Gain exposure to cross-functional projects across the business, including opportunities to collaborate with our Distribution team, a great foundation for someone building a career in insurance.