Office Manager Job Description

Location: Naperville – Highline Warren Center for Commercial Excellence
Work Type: Onsite, Monday–Friday
Position Type: Full Time

Position Summary

This role is the operational anchor for the Highline Warren Center for Commercial Excellence, ensuring the office runs seamlessly while providing high-touch support to Commercial leaders, including the CCO. This is not a traditional front-desk role; it demands executive presence, strong judgment, urgency, and the ability to anticipate needs in a dynamic environment.

The Office Manager is responsible for all aspects of office operations, coordinates both on-site and off-site meetings and events, supports visiting Commercial teams, oversees vendors, and provides structured administrative support that includes building spreadsheets for budgeting, tracking, and operational visibility.

What Makes This Role Different

• Direct support to Commercial leadership, including the CCO.
• Ownership of the Commercial Center of Excellence workplace experience.
• Elevated professionalism and ability to handle urgent, confidential requests.
• Responsibility for on-site AND off-site event planning (Commercial team meetings, vendor sessions, leadership gatherings, etc.).
• Demonstrated competency in building spreadsheets for budget and tracking needs.

Who You Are

• Polished, confident, and comfortable interacting with executives.
• Exceptionally organized with the ability to manage competing priorities.
• Proactive, identifies needs and solves problems before they surface.
• Skilled in Excel with proven ability to build spreadsheets for budgeting, expense tracking, and operational reporting.
• Strong communicator who thrives in a fast-paced, high-expectation environment.

Key Responsibilities

Executive Support

• Provide high-quality support to the CCO and select Commercial executives.
• Handle urgent, sensitive, or complex requests with professionalism and discretion.
• Build and maintain spreadsheets for budgets, tracking, and reporting.
• Prepare materials, presentations, and documents for internal meetings.
• Coordinate travel, agendas, and logistics for visiting Commercial team members.

Office & Facility Operations

• Independently manage the daily operations of the Commercial Center of Excellence.
• Serve as the primary contact for building management, security, and maintenance vendors.
• Ensure conference rooms and shared areas are always ready for use.
• Maintain inventory of supplies and oversee office equipment readiness.
• Proactively address office issues before they impact operations.

Front-of-House & Visitor Experience

• Welcome visitors, executives, vendors, and partners with professionalism.
• Oversee visitor check-in, badges, and building access protocols.
• Create a polished, hospitality-focused environment for all guests.

Meeting & Event Coordination (On-Site and Off-Site)

• Plan, coordinate, and execute on-site and off-site meetings, events, and gatherings for the Commercial organization—including leadership meetings, vendor meetings, team offsites, customer sessions, and Commercial-wide events.
• Manage logistics including venue research, reservations, catering, transportation, technology readiness, materials, and run-of-show planning.
• Partner with Commercial leaders to organize agendas, attendee coordination, and communication.
• Ensure seamless execution and professional experience across all locations.

Administrative Governance & Budget Tracking

• Build and maintain Excel-based tools for budgets, operational tracking, expense summaries, and vendor accountability.
• Track office-related expenses and manage invoice processing.
• Develop and maintain SOPs for office operations and visitor management.
• Maintain strong administrative controls to support leadership efficiency.

Required Qualifications

• 5+ years in office management, executive support, coordination, or operations.
• Demonstrated proficiency in Excel, including building spreadsheets for budgeting and tracking.
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Experience coordinating on-site and off-site meetings or events.
• Ability to work with discretion, confidentiality, and executive presence.

Preferred Qualifications

• Experience supporting Commercial, Sales, or multi-functional teams.
• Prior ownership of office operations or facilities management.
• Experience building SOPs or improving operational processes.
• Comfortable operating in a high-urgency, high-expectation environment.

Success Profile

The ideal candidate:

• Takes full ownership of the office environment and executive support function.
• Anticipates needs and addresses issues before they escalate.
• Creates a polished, consistent, high-touch experience for employees and guests.
• Executes both on-site and off-site events with confidence and precision.
• Operates with speed, discretion, and exceptional attention to detail.