Senior Administrative Operations Specialist

Senior Administrative Operations Specialist

Cohen & Co is seeking a Senior Administrative Operations Specialist to join our downtown Chicago office! This onsite role is perfect for someone who thrives on being the go-to problem solver, enjoys keeping things running smoothly behind the scenes, and takes pride in creating a welcoming, professional environment for employees and visitors alike. As part of our Administrative Operations team, you'll play a key role in supporting the daily operations of our Chicago office while collaborating with colleagues across all 15 firm locations.

Executive & Administrative Support

• Provide general and executive-level administrative support for a wide range of activities and projects as needed.
• Prepare polished, high-quality presentations and decks for C-Suite executives and Partners for internal and external events.
• Support high-level administrative work including preparing materials, coordinating, and providing on-site support for meetings, events, and executive activities.
• Monitor, screen, and respond to incoming correspondence—including voicemail, phone, and email—on behalf of the team in a timely and professional manner.
• Handle detailed paperwork with discretion and maintain a high level of confidentiality.
• Assist with paper collations and document preparation as needed, ensuring accuracy, organization, and attention to detail.

Office Operations & Facilities Management

• Manage all activities related to maintenance, care, and repair of office equipment and facilities.
• Oversee local vendor relationships, including issue resolution and invoice processing.
• Maintain office supplies inventory and place orders as necessary.
• Handle conference room scheduling, set-up, and conflict resolution.
• Provide office concierge duties and general front-office support.

Employee & Visitor Experience

• Welcome visitors and employees in a warm and professional manner, representing the Firm in a positive and enthusiastic way.
• Welcome new employees and assist with onboarding and new hire paperwork as needed.
• Plan, organize, and implement corporate luncheons, business meetings, and events.

Other Responsibilities

• Handle a variety of one-off and recurring requests not specifically listed here with a proactive, solution-oriented approach.

Who You Are

Education and Experience:

• High School Diploma or equivalent required.
• At least 3+ years of administrative and clerical experience preferred.
• Previous experience supporting executives or partners strongly preferred.

Required Skills / Abilities:

• Excellent working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); ability to create and edit professional presentations and reports.
• Exceptional written and verbal communication skills with a polished, professional demeanor.
• Strong organizational skills with meticulous attention to detail, accuracy, and the ability to anticipate needs.
• Ability to prioritize and manage multiple projects in a deadline-driven environment.
• Proven ability to work independently while maintaining strong collaboration within a team.
• High level of professionalism, discretion, and customer service.
• Positive, adaptable, and proactive attitude with a focus on delivering exceptional support to senior leadership.

Location:

• Chicago, IL
• This is a full-time, in-office position (not hybrid); attendance is required five days per week.

Who We Are

#LifeatCohen

Sure, we like numbers. (But we'll never treat you like one.) At Cohen & Co our foundational principles offer insight into how we achieve an inclusive, growth-oriented culture that fuels the success of our firm, our clients and our people. In particular, we honor our foundational principle of "great people first" by:

• Championing the importance of diversity, equity and inclusion by embracing the unique stories, backgrounds, perspectives and ideas that come from our people; and

• Offering a comprehensive and competitive Total Rewards package, which allows each employee to use the benefits that best suits their needs. Our offerings go beyond standard options, including time off outside of your standard PTO to give back to the community, annual discretionary merit increases and bonuses, talent development resources to tap into growth opportunities, and so much more!

We are an equal opportunity employer and value diversity of thought and background to build an inclusive and energized culture and better meet the needs of our clients.