Aster Talent

Head of Office Services / Administrative Manager

Location: Chicago (in-office 4 days/week; remote Fridays)

About the Firm

We are a growing private investment firm managing multiple billions in assets, focused on across a variety of industries. We partner closely with our portfolio companies to drive growth while creating value for investors, employees, and communities alike.

About the Role

We're looking for a hands-on leader to own workplace experience and administrative operations across our offices. The Head of Office Services will manage a team of Executive Assistants and front-of-house/facilities staff, oversee vendor relationships and the administrative budget, and build scalable systems that support our continued growth. This is a builder role — you'll be improving and modernizing operations, not maintaining the status quo.

What You'll Do

• Lead the team: Manage, coach, and develop a team of 10+ Executive Assistants and Office Managers across multiple locations; own hiring, onboarding, performance management, and workload/coverage planning.
• Build the playbook: Design and standardize processes for travel, expense management, meeting coordination, and executive support; create documentation that drives consistency and efficiency; use technology and AI tools to cut manual work.
• Run the office: Oversee day-to-day office operations, manage key vendor and facilities relationships, negotiate contracts, own the administrative budget, and lead office expansions or renovations as needed.
• Shape the experience: Own internal communications on workplace policies and logistics; partner with Talent & Culture on engagement initiatives; support firm-wide events and offsites.

What You Bring

• 10+ years of progressive experience in executive support, office management, workplace operations, or administrative leadership
• Proven track record leading and developing administrative teams
• Experience building processes and scaling operations within a growing organization
• Strong judgment and discretion handling confidential information
• Excellent organizational and project management skills
• Comfort using productivity, workflow, and AI tools to drive efficiency
• Background in private equity, investment management, financial services, or another fast-paced professional services environment strongly preferred