Office Manager - Chicago

Job Title: Office Manager - Chicago

Team: People and Operations

Location: Hybrid in Chicago, IL

Employment Type:Full-time

FLSA Classification: Exempt

Start Date: ASAP

About Braven

Braven is a career-accelerating program that prepares promising young people—many of whom are people of color, from low-income backgrounds, and the first in their families to attend college—to secure a strong first opportunity after college graduation. 

We work with higher education and employer partners to offer a life-changing experience that begins with a semester-long course for college students followed by support that lasts through graduation.  

Together, we are helping to open up access to the American Promise, empowering a generation of leaders who mirror the diversity of our country.

To learn more, take a look at Braven’s Impact Report and Jobs Report.

About the Role

In order to achieve its ambition of serving 80,000-100,000 Fellows over the next decade, Braven is hiring an Office Manager who will oversee the general administrative function and activities of the Chicago office, Braven’s headquarters. This role will establish seamless daily operations, ensure efficient workflow, foster a collaborative environment, and drive productivity through an operational excellence lens.

This role is on the People and Operations team and reports directly to the Director, Procurement & Facilities.

What You’ll Do 

As an integral part of our team, you will wear many hats to ensure the smooth functioning of our office environment. Your key responsibilities will include:

Operational Activities (70%)

• Oversee daily facility responsibilities of the Chicago office regarding maintenance, repairs, cleaning services, storage, supplies, purchasing, maintaining kitchen area, and similar tasks.
• Maintain responsibility for facility cleanliness and security to ensure a healthy and safe working environment for all.
• Help design and execute engaging community-building in-office events that foster Braven’s core values. 
• Proactively create, update and implement office procedures based on best practices and ADA compliance.
• Serve as the first point of contact for new Chicago-based staff by ensuring that they have access to the building and that their desk is set with the new hire swag, giving them tours of the office, and introducing them to Braven folks.
• Liaise with vendors to maintain office equipment and troubleshoot routine issues such as broken appliances, water leaks, etc.  
• Source, evaluate, and recommend office services and facilities vendors that align with our mission and vision.
• Provide administrative and logistical support for board meetings, trainings, and other events by placing and/or receiving food orders, coordinating conference rooms, setting up and breaking down events, etc.
• Understand and help manage the finances for the operations in our Chicago office. 
• Be financially responsible by turning expenses in on a timely manner and having a strong relationship with the finance team.
• Serve as a point of contact for anything related to the Chicago office, such as facilitating building access for employees, visitors, etc.
• Facilitate meetings, address employee concerns, and contribute to the development of a positive and inclusive office culture.
• Be on call during holidays, shut downs, etc. to troubleshoot potential office issues Serve as the main point of contact even during holidays, shutdowns, etc.

Administrative Oversight (20%)

• Take charge of day-to-day administrative tasks, including but not limited to help with the scheduling events in the Chicago office, office supply management, and facility coordination. 
• Inventory management of the office supplies and new hire swag
• Provide administrative support for special events planning, including day-of support. 
• Support monthly credit card billing reconciliation for members of the Alignment Team ensuring they are delivered in a timely manner.
• Support 2 other regional offices by ordering snacks, tracking office supplies inventory, and coordinating the office events with their support team members. 

Other duties (10%)

• Provide valuable insights and recommendations for continuous improvement in office processes and functions.
• Collaborate with the finance team to reconcile Chicago office-related payments and ensure accurate financial records.
• Maintain a keen eye for detail in managing budgetary aspects related to office operations.
• Other duties as assigned.

Requirements

Who You Are

This role requires an independent, proactive and organized self-starter with excellent leadership and communication skills. The ideal candidate will thrive in a dynamic work environment and demonstrate a commitment to driving operational excellence across the organization.

Minimum Requirements

• At least 2 years of office management or a related role
• Proficient in standard office software (e.g., Microsoft + Google Office Suite)

Preferred Qualifications

• Associate's degree or higher in business administration, management, or a related field
• At least 3 years of experience in office management or a related role
• Ability to naturally get things done through effective planning, prioritization, project management and follow through and alway create contingency plans as needed
• Models fiscal responsibility and careful attention to details when managing company purchases and expenses
• Proven capacity to independently discern what work is most important
• Exceptional organizational abilities and communication skills
• Experience with project management or team leadership 
• Strong customer service ethic and instincts
• Eager for and is receptive to feedback, and actively uses it to improve
• Interacts comfortably and authentically with people who have a range of identities, personalities, and ways of operating
• Ability to ensure the timely completion of projects and tasks
• Notary public
• Demonstrated commitment to equity and inclusion
• Exemplification of Braven’s core values
• Experience that has informed your belief in Braven’s mission and have prepared you to work with, or for, Braven’s student Fellow population

Please know that no one ever meets 100% of the preferred qualifications. If much of this describes you, we encourage you to apply.

Work Demands

• Ability to work in-person in Chicago at least 3 days per week
• Flexibility to adapt and be present in office for various needs such as vendor interactions, office set up, etc.
• Travel 4 - 6 times per year.
• Occasional lifting and carrying of office supplies and light packages. The ideal candidate should be capable of comfortably handling items of moderate weight during day-to-day operations, including food deliveries and supply management.

Additional Requirements

• Authorized to work in the U.S.
• Must be fully vaccinated against COVID-19 and provide proof of such by the date of hire. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. 

Application & Interview Process

While the interview process may vary slightly, the general process will be:

• Phone screen with Talent Team member
• Performance Task & Interview with Hiring Manager
• Panel Interview with Key Partners
• Reference Checks

Benefits

Compensation and Benefits

The salary for this position, which depends on prior work experience and our assessment of your demonstrated fit for the role, will likely be between $51,500-$64,400. Braven offers competitive base salaries based on the midpoint of the market among not-for-profit organizations of similar size, with opportunities for salary growth over time. We believe in compensating staff members fairly in relation to each other, their qualifications, and their impact on behalf of the organization, and take internal and external equity seriously. Given our commitment to equity, Braven does not negotiate salary offers; instead each salary offer is determined carefully using external and internal benchmarking. You will have an opportunity to discuss salary in more detail after you begin the application process.

Braven also provides competitive, comprehensive benefits, recognition, and career development. While Braven reserves the right to change benefits at any time, current benefits include: 

• Unlimited vacation time in addition to org-wide holidays and week-long shutdowns in July and the end of the calendar year (this is a minimum of 19 days per year)
• Match of your 401K contribution up to 5% of your base annual salary, starting your first full month
• Coverage of 85% of health insurance premium for employee and dependents
• A one-month paid sabbatical after 4 years on staff

Location

We gather in the office at least 3 days per week (on Tuesday, Wednesday and Thursday) and often work remotely 2 days per week (although certain commitments might adjust that from time to time). Additionally, this role requires flexibility to adapt and be present in office for various needs such as vendor interactions, office set up, etc. Therefore, we require teammates to live within commuting distance of Chicago. This role requires flexibility to adapt to various needs, including but not limited to vendor interactions, new office setup, etc. Each teammate can use at least two flex days per week of their choosing to work remotely. We believe in the magic, connection, and collaboration that happens when people work together face-to-face and we believe in giving people flexibility to focus, balance personal priorities, and save themselves two commutes per week.

Commitment to Diversity, Equity, and Inclusion 

At Braven, we are committed to attracting, engaging, developing, and retaining a diverse team. Braven operates in the context of our American culture, against the backdrop of systemic racism and oppression of marginalized people since our country’s founding. We are committed to assembling leaders at our organization who have emerged from everywhere, with a particular emphasis on those who share the racial and income backgrounds of our Fellows, and creating an inclusive culture that allows all teammates, of all experiences and identities, to thrive.  

Braven is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability, veteran status, or any other protected factor.  We encourage talented individuals of all backgrounds to apply.