Operations Specialist

Summary

Reporting to the Managing Partner and Senior Marketing Director, the Operations Specialist provides operational support for the firm’s Chicago headquarters and plays a key role in ensuring the office functions smoothly on a day-to-day basis. This role also serves as a key contributor of the Novo team, providing broad administrative, operational, and event-related support across the firm.

This is a fast-paced, dynamic role suited for someone who is highly organized, exercises strong judgment, can prioritize high-impact work, and is comfortable managing shifting priorities. The ideal candidate demonstrates excellent attention to detail and communication skills, anticipates needs, takes direction well, incorporates feedback quickly, and focuses effort on tasks that add the greatest value. This position requires on-site presence at the firm’s Chicago headquarters five days per week.

Responsibilities

• Ensure smooth daily operation of the Chicago office and serve as the primary point of contact with building management and vendors.
• Manage office logistics including supplies, equipment, mail, and general office upkeep.
• Provide administrative support Partners and other senior leaders.
• Maintain accurate calendars with an understanding of prioritizing important deliverables.
• Participate in confidential meetings and provide accurate post-meeting summaries and documentation.
• Draft high-level presentations, communications, and documents using Word, Excel, and PowerPoint.
• Plan and arrange travel itineraries and accommodations.
• Maintain confidential Company and client files in a digital environment, including organizing accurate and complete post-engagement files and respecting record retention requirements.
• Serve as the primary point of contact with Novo’s IT managed service provider, proactively coordinating support, issue resolution, and ongoing technology needs across the firm.
• Partner with the Marketing team to support planning and execution of internal and external events.
• Assist with event logistics including scheduling, vendor coordination, materials preparation, and day-of support.
• Support conference and industry event participation.
• Support social media promotions—including website updates and enhancements.
• Perform special projects as assigned.

Qualifications/Related Experience

• 3+ years of experience in an executive support role.
• Bachelor’s degree required.
• Some paralegal experience would be beneficial.
• Highly proficient in Microsoft Outlook suite, (Outlook, Word, Excel, PowerPoint, Teams), QuickBooks and social media platforms.

Orientation/Attributes:

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with strong attention to detail.
• Excellent interpersonal skills and the ability to build relationships with internal and external stakeholders.
• High caliber written and verbal communication skills, including the ability to compose written communications with proper grammar and spelling.
• Demonstrated proactive approach to problem-solving with strong decision-making capability.
• Strong work ethic and emotional maturity.
• Highly resourceful team-player, with the ability to also be effective independently.
• Proven ability to handle confidential Company and client information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and response.
• Outgoing and friendly demeanor; enjoys working in a team environment.

Supervisory Responsibilities

None.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Work is performed in a general office or home office environment. Repetitive bending and stooping with occasional lifting of up to 20 lbs. is required. Repetitive finger/hand/forearm motion necessary for completing data entry. Ability to manipulate keyboards, telephone keypads and copy equipment are essential. Talking and listening required for answering telephones and conversing personally with the public and staff. Manual dexterity required for accessing filing cabinets in various locations.

Other Requirements

• Must be authorized to work in the United States without employer sponsorship, now or in the future.
• Must submit to and pass Novo’s pre-employment screening (criminal background check, education and employment verification).
• Must provide professional references.
• Must be willing to occasionally travel locally in support of events.

Compensation and Benefits

The salary range for this position is $90,000-100,000 per year. Novo Advisors also offers a comprehensive benefits package that includes

• Medical and prescription coverage through Blue Cross Blue Shield of Illinois
• Dental and vision coverage
• 401(k) plan
• Health savings accounts (HSAs)
• Commuter spending accounts
• Paid parental leave
• Short- and long-term disability coverage
• Life and AD&D insurance
• Paid time off (PTO)
• Paid sick leave
• Paid holidays

Equal Employment Opportunity Statement

Novo Advisors is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.