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Office Coordinator, Chicago, IL (Hybrid)

Office Coordinator, Chicago, IL (Hybrid)

As the Office Coordinator for a Chicago-based consulting firm, you will play a pivotal role in ensuring the smooth-running operation of the office. You will manage daily administrative tasks, coordinate schedules, organize meetings, and handle communications for the executive team. This role demands exceptional organizational skills, attention to detail, and the ability to multitask in a fast-paced environment. Also, you will work with clients and vendors, ensuring professional interactions and efficient service delivery contribute to the firm’s overall productivity and success.

Responsibilities

  • Manage front office, handle calls, greet and anticipate needs of visitors.
  • Handle incoming/outgoing mail and FedEx.
  • Manage vendors; establish/maintain positive working relationships.
  • Maintain professional office environment (boardroom, kitchen, copy room, etc.).
  • Inventory and purchase office supplies as needed.
  • Assist the CEO’s Executive Assistant with daily calendar and call packs, and perform BD research.
  • Enter the CEO’s client and business development activity into the company database.
  • Type email/document drafts for the CEO from written notes.
  • Assist, collect, and organize bills for payment, and type recorded client meetings/calls.
  • Assist/oversee implementation of new tech projects; troubleshoot problems and maintain/update database, manage Zoom, oversee licenses and employee account management.
  • Create client announcement cards in Publisher; email them to the mailing list.
  • Maintain active board list of members (internal and external listing).
  • Assist with corporate and social events (internal and external).
  • Manage Dictation Workload spreadsheet.
  • Type recorded client calls/meetings, and alert client teams upon completion.
  • Manage and assign recordings to temp transcriptionists.
  • Assist EAs, schedule client calls and meetings, and enter data into client spreadsheets and databases.
  • Work with a travel agent to coordinate Partner travel, prepare print itineraries and meeting materials, monitor travel, and adjust as necessary. Prepare/submit expense reports for reimbursement.

Ideal Experience

  • College degree with 2-3 years experience working in a corporate office environment.
  • Strong project/process management skills, communicate updates and keep projects on track.
  • Flexible; easily changes direction and juggles multiple, shifting priorities.
  • Understands the importance of this role; takes ownership and pride in responsibilities.
  • High level of professionalism in attire, attitude, and work output.
  • Excellent written and oral communication skills, and proofreading skills.
  • Outlook, Word, Excel, PowerPoint, and Adobe Acrobat, outstanding typing skills.
  • Self-motivated with a bias for action, wants to help, and completes work in a timely, high-quality manner.
  • Service-oriented, gains satisfaction by helping others (internally and externally).
  • Honest; impeccable integrity.

#117670

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