Office Manager

Smokeball - Legal Software•Chicago, IL

6h•Hybrid

About The Position

This is a key role at the heart of our Chicago office, perfect for someone who loves being the behind-the-scenes hero who keeps everything running smoothly (and makes it look easy). From managing day-to-day operations, supplies, and maintenance to supporting our executive team, you’ll be the go-to person for all things office-related. Sitting within our People & Culture team, you’ll play a big part in creating a welcoming, well-organised, and energising space for our team whether that’s coordinating travel, bringing team offsites to life, or supporting planning sessions. We’re looking for someone who’s proactive, organised, and full of energy an excellent communicator with sharp attention to detail and strong project management skills. If you’re someone who takes initiative, loves variety, and enjoys making an impact, this role is for you.

Requirements

Previous experience as an Office Manager, EA, or in a similar workplace coordination role
Highly organised, detail-oriented, and proactive with strong problem-solving skills
Thrives in a fast-paced environment with shifting priorities and a strong sense of urgency
Enjoys planning and executing events, with the ability to manage multiple moving parts seamlessly
Friendly, professional communicator with a positive, “can-do” attitude
Strong interpersonal skills with the ability to build relationships across all levels
Excellent organisational, communication, and time management skills
Reliable, adaptable, and able to stay calm under pressure
Based in Chicago and available to work in-office three days a week

Nice To Haves

Experience supporting leadership teams and coordinating travel or events is a plus

Responsibilities

Oversee day-to-day office operations and act as the primary point of contact for office-related matters
Manage office maintenance and liaise with building management and external vendors as needed
Maintain and order office supplies, equipment, and snacks to ensure a well-stocked and efficient workspace
Provide ad-hoc executive support, including travel bookings, calendar coordination, and meeting logistics
Own the planning and coordination of internal events, offsites, and team sessions while leading the Smokeball Social Crew to bring our culture to life, delivering engaging experiences like happy hours, wellness initiatives, and memorable all-company celebrations.
Ensure the office remains clean, organised, and aligned with our company culture and values
Be an integral part of the New Hire Onboarding process from communicating with incoming employees, ordering tech equipment, welcoming them to our office, and providing a tour
Coordinate our weekly office lunch catering and catering for events
Assist the People & Culture Team with additional HR tasks as needed