Hightower

Compensation

Full Description

Our Story Founded in 2008, Hightower is a wealth management firm that provides investment, financial and retirement planning services to individuals, foundations and family offices, as well as 401(k) consulting and cash management services to corporations. Hightower’s capital solutions, operational support services, size and scale empower its vibrant community of independent-minded wealth advisors to grow their businesses and help their clients achieve their financial vision. Based in Chicago with advisors across the U.S., we operate as a registered investment advisor (RIA). Your Future Team The Office Coordinator is the first point of contact for our Chicago home office and plays a key role in creating a polished, seamless workplace experience. This role supports day‑to‑day office operations, reception back‑up, meeting coordination, office supply management, vendor relationships, and maintenance scheduling. The ideal candidate thrives in a fast‑paced environment, communicates clearly, and delivers a professional, service‑oriented experience for employees, clients, and guests. What You’ll Do Reception & Guest Experience Answer and route incoming phone calls promptly and professionally Greet visitors, manage sign‑ins, and notify appropriate staff Maintain clean, organized reception and common areas Assist with mail, packages, and courier coordination Support emergency procedures and drills Meeting & Calendar Coordination Partner with Executive Admins to coordinate in‑office and off-site meetings and events Manage shared calendars, conference room bookings, and meeting logistics Support employee engagement activities, including room setup, catering, A/V needs, and guest arrangements Coordinate travel arrangements when needed Support onboarding logistics, including welcome materials, food/beverages, and seating arrangements Account Management & Billing Manage account creation, maintenance, and billing for shredding services, postage/meter accounts, and office supply vendors Support accounts for both the home office and advisor practices Reconcile invoices, monitor usage, and resolve billing issues Office Supplies & Purchasing Partner with Office Services on office supply and consumable orders and restocking Maintain inventory levels and process purchase orders as needed Coordinate specialty orders and ensure cost‑effective purchasing Process and reconcile expense reports related to office orders and services Office Maintenance & Vendor Coordination Manage maintenance plans and schedules for plant service, HVAC, and cleaning/janitorial Track service requests and ensure timely issue resolution Maintain vendor contacts, service logs, and compliance documentation Coordinate with building management on facility issues and repairs What You’ll Bring 2+ years’ experience in office coordination, reception, or administrative support Strong communication and customer service skills Proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Excel) Ability to prioritize, multitask, and maintain high attention to detail Professional presence and ability to interact with all levels of staff Experience supporting multi‑site offices Familiarity with office service vendors (shredding, postage, supplies) Experience processing expenses or supporting basic budgeting Event planning or facilities coordination experience What We Offer Coverage on the first day of employment for medical, dental, and vision insurance Paid parental leave (16 weeks for primary caregiver and 8 weeks for secondary caregiver) Mother’s lounge onsite Flexible PTO plan Monday- Friday, fully in-office schedule required Free brand-new gym in the Chicago office 401k matching plan HSA employer contributions Student loan assistance Pet insurance Base salary of $55,000-$65,000 plus discretionary bonus (exact base salary amount will be dependent on experience) AN EQUAL OPPORTUNITY EMPLOYER: Hightower is an equal opportunity employer and does not discriminate based upon race, color, religion, sex, sexual orientation, pregnancy, marital status, national origin, citizenship, veteran status, ancestry, age (over 40), physical or mental disability, medical condition (cancer-related), gender identity or expression, genetic information including sickle cell or hemoglobin C trait, or any other consideration made unlawful by applicable federal, state, or local law. You are a U.S. citizen, U.S. permanent resident or possess other unrestricted U.S. work authorization and will not require sponsorship for U.S. work authorization now or anytime in the future.