Job Description

Job Description

Job Description

We are seeking an Executive Assistant/Office Coordinator to join our team located in Chicago, Illinois. This role primarily involves providing administrative support to the senior leadership team and ensuring the smooth operation of our office. As an Executive Assistant/Office Coordinator, you will serve as the primary contact for both internal staff and external visitors, handling their inquiries and issues. This role is office-based and is a crucial part of our operations.

Responsibilities:

• Coordinate and manage the calendars of senior leadership, organizing meetings and business commitments efficiently.
• Serve as a liaison with administrative services and interact extensively with both internal teams and external business contacts.
• Handle all aspects of travel arrangements, both domestic and international, and hotel reservations.
• Ensure monthly expense claims are submitted promptly.
• Assist with event coordination in collaboration with the marketing department when required.
• Maintain a detail-oriented and welcoming environment within the office suite, reflecting high standards of care.
• Manage the online security portal, including monitoring access for new joiners and visitors.
• Handle daily mail, accepting deliveries, and directing mail to the appropriate parties.
• Oversee the functioning of office equipment, including printers, and manage the ordering of necessary supplies.
• Coordinate room bookings and arrange necessary catering and refreshments.
• Ensure meeting rooms and office spaces, including kitchen area, are ready for use and maintain standards of cleanliness.
• Liaise with cleaning crew to ensure satisfactory service delivery.
• Order and maintain office supplies and kitchen consumables, and ensure all office equipment is functioning correctly.
• Process incoming mail daily and handle checks as directed by the Finance team.
• Coordinate IT equipment such as laptops for new team members and manage inventory.
• Handle the shipment of laptops and cell phones as needed and coordinate equipment returns and recycling with the IT team.
• Address issues with AV equipment by escalating to IT where necessary.
• Provide support in other areas of the business as assigned.• Minimum of 2 years of experience as an Executive Assistant or Office Coordinator
• Excellent command over Calendar Management and Scheduling
• Strong Communication skills, both written and verbal
• Experience in coordinating Conference Calls
• Proficiency in handling Correspondence
• Prior experience in Administrative Office roles
• Ability to Maintain Office Supplies efficiently
• Proficiency in Microsoft Office Suites (Word, Excel, PowerPoint, Outlook)
• Experience in Office Administration
• Familiarity with managing Office Calendar
• Ability to effectively handle Office Functions
• Expertise in Managing Calendar schedules and appointments.

Job Tags

Gangs,

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