This role serves as the dedicated front-of-house presence and first impression for an outstanding Financial Services firm. You will be the primary point of contact for visitors and incoming calls, welcoming guests, including executives, board members, and investors, with a warm, polished, and highly professional demeanor. This individual will manage a steady flow of phone communication, oversee visitor registration and building security protocols, and ensure the reception area remains immaculate and always inviting. The ideal candidate is poised, proactive, and comfortable working independently at the front desk while collaborating closely with internal teams to ensure a seamless and welcoming office experience.
Responsibilities
- Manage conference room calendars and meeting logistics.
- Prepare rooms for meetings, including setup, breakdown, technology checks, and coffee service.
- Coordinate catering for quarterly Board meetings and recurring monthly investor meetings.
- Partner with Executive Assistants and internal teams on high-profile meetings and roundtables.
- Support internal events and occasional firm-hosted gatherings.
- Order and manage office, kitchen, snack, and coffee supplies.
- Maintain café and shared spaces, including light machine cleaning and vendor coordination.
- Liaise with building management and vendors for facilities or maintenance needs.
- Track office-related expenses and support administrative processes.
- Assist with projects during quieter periods (data entry, light event support, general office organization).
- Assist with the coordination of the upcoming office move.
- Receive, sort, and distribute mail, packages, and deliveries.
- Provide administrative assistance, including document preparation, filing, and proofreading.
- Offer interim support to Executive Assistants and Operations teams as needed.
- Support Investor Relations or leadership teams with meeting logistics when required.
- Pitch in proactively to support a collaborative, team-oriented office culture.
- Provide hands-on support for an upcoming office move.
- Assist with organizing the new space, managing supplies, and establishing office processes.
- Support the team during a period of coverage stretch due to maternity leave.
- Help stabilize front-of-house operations during internal transitions.
Ideal Experience
- Bachelor’s degree is strongly preferred.
- 2–5+ years of experience in reception, concierge, hospitality, office coordination, or administrative support preferred.
- Experience in private equity, financial services, professional services, or luxury hospitality strongly preferred.
- Polished, professional presence with a strong customer service mindset and warm, welcoming demeanor.
- Excellent organizational, communication, and multitasking skills; comfortable managing priorities independently.
- High level of discretion, professionalism, and attention to detail.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
- Reliable, service-oriented, and takes pride in maintaining a polished office environment.
- Comfortable working with minimal supervision and brings a “no task too big or too small” attitude.
- Proven record of a long-term, stable role.
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The Larko Group is a women-owned, premier staffing and recruiting firm based in Chicago with a nationwide reach. We specialize in Direct Hire, Temp-to-Hire, and Temporary/Project placements across a wide range of roles, including Executive Assistants, Administrative Assistants, Personal Assistants, Chief of Staff, Office Managers, Receptionists, General Office, Event Support, Project Management, and Customer Service.
