Office Manager

At Stout, we’re dedicated to exceeding expectations in all we do – we call it Relentless Excellence ®. Both our client service and culture are second to none, stemming from our firmwide embrace of our core values: Positive and Team-Oriented, Accountable, Committed, Relationship-Focused, Super-Responsive, and being Great communicators. Sound like a place you can grow and succeed? Read on to learn more about an exciting opportunity to join our team.

Impact You’ll Make: 

This individual (“Office Manager”) will manage the front office and reception facing portion of the New York office, general day-to-day flow of office operations and office engagement.  They will be responsible for the organization, maintenance, and cleanliness of the entire office space.  Additionally, they will oversee the coordination of the local administrative team, and assist the operations group with special projects (office move, event planning, employee training/on-boarding, philanthropic activities, manage building requests, and other administrative/planning requests as needed.)  The ability to come in as early as 7:30 a.m. or stay as late as 6:00 p.m. when necessary is required.  Assistance at off-site events in New York will be required with exceptions possible.

What You’ll Do:

• Supervise the receptionist and reception area
• Oversee coordination of local admin staff and provide guidance and direction to local admin staff
• Work closely with the facilities team and assist with office renovations, build-outs, moves, IT fixes and changes, decommissioning, and communication
• Liaison with building management on facilities requests and building communication
• Serve as an ambassador for engagement of personnel encouraging attendance in the office and at Stout events.
• Manage operations credit card and submit weekly expenses
• Work closely with Regional Office Leader on event planning: Lead/Participate in office Colleague Connection Committee (CCC) and organize office events; i.e. holiday parties, summer events, volunteer day, monthly happy hours and other gatherings
• Maintain Budget for Office Related Purchases
• Organize quarterly staff meetings; secure meeting room, coordinate setup and teardown
• Handle new employee onboarding process
  • Order business cards, key cards, set up FedEx login, etc.
  • Perform admin handbook training for new hires
• Facilitate employee headshot photos
• Assist Human Resources with various training in Chicago as well as dinners and group events
• Assist with firm and office-wide initiatives
• Supervise records management process (manage records to/from off-site storage)
• Manage local office information on SharePoint
• Assist with HubSpot (data management)
• Maintain Supply Rooms/Kitchens/Snack Stations stocked and organized
  • Keep inventory of office supplies needed, order and put away
  • Keep inventory of kitchen supplies needed, order and put away
  • Keep inventory of Snack Station, order and set out weekly – Maintain snack budget
• Work with vendors on new pricing and opportunities
• Process FedEx requests when needed
  • Keep inventory of FedEx supplies needed, order and put away
• Maintain organization/cleanliness of entire office space
  • Perform weekly walkthroughs to keep the office clean and organized
  • Stock designated printer with paper and act as a backup
• Order RICOH copier toner and keep stocked
• Coordinate messenger delivery as needed
• Arrange First Aid/CPR/AED training
• Keep inventory of tabs/binding supplies needed for report production, order and put away
• Answer door for deliveries and distribute packages
• Manage GBC equipment maintenance requests
• Phone coverage backup for reception as needed
• Complete report production as needed
• Act as backup for other departments and offices
• Assist with other administrative requests including travel arrangements, copy jobs, scan jobs, reports, etc.

What You’ll Bring: 

• Project management experience and skills necessary
• Ability to be flexible and adapt to changing situations 
• Ability to work in a fast-paced environment necessary
• Positive attitude
• Ability to stay calm and collected under pressure
• Strong organizational skills necessary
• Intermediate proficiency in Microsoft Office Suite (Word, Excel, Outlook) 
• Strong grammar and writing skills
• Ability to multi-task and prioritize
• Work product that reflects a high degree of accuracy
• Detail oriented
• Ability to interact professionally with clients and employees
• Must present a professional appearance
• Reliable
• Team player
• Experience with a multi-line phone system
• Ability to lift up to 50 lbs.

Education and/or Training:

• 4-year degree in a related field preferred (business, communication, marketing)
• Minimum 6 years relevant experience necessary (project management/office management)
• Experience working within a professional services firm a plus
• Experience working within a law firm a plus
• Must be qualified to work in the U.S. without employer sponsorship

How You'll Thrive:
In this dynamic role, you'll have the opportunity to showcase your leadership, organizational, and problem-solving skills while making a meaningful impact on your team and office environment.

Salary Range

A reasonable estimate of the current range is $80,000 - $100,000 annually. This role is also anticipated to be eligible to participate in an annual bonus plan. Available benefits are based on eligibility.  Our Total Rewards package includes a variety of options, including medical and dental plans, vision coverage, disability and life insurance, 401(k) plans, and access to other wellness-focused benefits. Depending on employment category, Stout offers Personal Time Off per calendar year based on standard work hours and years of service or Discretionary Time Off.  Additionally, each year the firm publishes a calendar of holidays to be observed during the year. Information about benefits can be found here - https://www.stout.com/en/careers/benefits.

Applications are reviewed on a rolling basis, with no set closing date.  Recruitment will continue until the position is filled.  Stout encourages qualified candidates to apply promptly to any role(s) that interest them to ensure full consideration.

Why Stout?
At Stout, we offer a comprehensive Total Rewards program with competitive compensation, benefits, and wellness options tailored to support employees at every stage of life.

We foster a culture of inclusion and respect, embracing diverse perspectives and experiences to drive innovation and success. Our leadership is committed to inclusion and belonging across the organization and in the communities we serve.

We invest in professional growth through ongoing training, mentorship, employee resource groups, and clear performance feedback, ensuring our employees are supported in achieving their career goals.

Stout provides flexible work schedules and a discretionary time off policy to promote work-life balance and help employees lead fulfilling lives.

Learn more about our benefits and commitment to your success.

https://www.stout.com/en/careers/benefits

The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job.

Stout is an Equal Employment Opportunity. All qualified applicants will receive consideration for employment on the basis of valid job requirements, qualifications and merit without regard to race, color, religion, sex, national origin, disability, age, protected veteran status or any other characteristic protected by applicable local, state or federal law. 

Interested in joining a rapidly growing group of bright, ambitious professionals in a work environment that values culture, inclusion, and personal growth? Stout might just be the right place for you.