Job Description

About Smokeball

With offices in Australia, the US, and the UK, Smokeball is the leading provider of legal practice management software, helping small and mid-sized legal practices run their best firm and live their best life.We’repassionate about what we do, and our clients know it!

We’rea fast-growing legal tech company reshaping how legal services are delivered through innovation, efficiency, and client-centric solutions.

About the Role

This is a key role at the heart of our Chicago office,perfect for someone who loves being the behind-the-scenes hero who keeps everything running smoothly (and makes it look easy). From managing day-to-day operations, supplies, and maintenance to supporting our executive team,you’llbe the go-to person for all things office-related.

Sitting within our People & Culture team,you’llplay a big part in creating a welcoming, well-organised, and energising space for our teamwhetherthat’scoordinating travel, bringing team offsites to life, or supporting planning sessions.

We’relooking for someonewho’sproactive, organised, and full of energyan excellent communicator with sharp attention to detail and strong project management skills. Ifyou’resomeone who takes initiative, loves variety, and enjoys making an impact, this role is for you.

Key Responsibilities

• Oversee day-to-day office operations and act as the primary point of contact for office-related matters

• Manage office maintenance and liaise with building management and external vendors as needed

• Maintain and order office supplies, equipment, and snacks to ensure a well-stocked and efficient workspace

• Provide ad-hoc executive support, including travel bookings, calendar coordination, and meetinglogistics

• Own the planning and coordination of internal events, offsites, and team sessions while leading the Smokeball Social Crew to bring our culture to life,delivering engaging experiences like happy hours, wellness initiatives, and memorable all-company celebrations.

• Ensure the officeremainsclean, organised, and aligned with our company culture and values

• Be an integral part of the New Hire Onboarding process from communicating with incoming employees, ordering tech equipment, welcoming them to our office, and providing a tour 

• Coordinate our weekly office lunch catering and catering for events 

• Assist the People & Culture Team with additional HR tasks as needed 

About You

• Previousexperience as an Office Manager, EA, or in a similar workplace coordination role

• Highly organised, detail-oriented, and proactive with strong problem-solving skills

• Thrives in a fast-paced environment with shifting priorities and a strong sense of urgency

• Enjoys planning and executing events, with the ability to manage multiple moving parts seamlessly

• Friendly, professional communicator with a positive, “can-do” attitude

• Strong interpersonal skills with the ability to build relationships across all levels

• Experience supporting leadership teams and coordinating travel or events is a plus

• Excellent organisational, communication, and time management skills

• Reliable, adaptable, and able to stay calm under pressure

• Based in Chicago and available to work in-office three days a week

What We Offer

💵Competitive Salary

💰Regular bonuses

💹Work-Life Balance:20 vacation days, 7 sick days, 3 reboot days, 11 paid holidays, birthday off, volunteer time, and more!

🧘Benefits: Excellent medical, dental, and vision coverage. 401(k) match, monthly wellness stipend, generous parental leave

🥡Office lunches and loads of snacks

🧢And of course...the SWAG!

Want to Know More?

Why do we do what we do? Where did the name ‘Smokeball’ come from? What are our values? Learn morehere!

*Smokeball values diversity & inclusion and is proud to be an Equal Employment Opportunity employer. Smokeball considers all individuals seeking employment without regard to race, color, religion, national origin, age, sex, marital status, ancestry, physical or mental disability, veteran status, gender identity, sexual orientation, or any other legally protected characteristic.

If you’re excited about this role, we encourage you to apply even if your experience doesn’t check every box.