Job #: 1915

Title: Administrative Coordinator – Chicago, IL


  • Other
  • Job Type:

  • Contract
  • Contract Pay Rate:
  • $25-50
    • Anywhere
    • Posted 2 years ago

    ​​Key Responsibilities:

    • Maintain diaries for on average three Commercial Partners, scheduling internal and external meetings, communicating with clients and infrastructure staff as appropriate
    • Proactively spot opportunities to add internal and external meetings; interviews, staff meetings, follow up
    • Assist with scheduling for complex projects as requested by the Partners and/or project team

    Travel Arrangement
    • Coordinate travel and accommodation, book cars, rail tickets, etc.
    • Develop understanding of Partners scheduling and travel preferences
    • Coordinate travel efficiently by grouping client meetings where possible (“you’re in Paris to see XYZ Company, shall I try to set up a meeting with X Company because we haven’t spoken to them for three months”)

    Timesheet and Expense Reporting
    • Prepare monthly timesheets for each assigned Partners
    • Prepare all expense reports

    Team Support
    • Provide coverage for EAs who are out of the office to ensure seamless support to Partners
    • Provide short-term coverage for Partners who may be in the midst of an EA assignment transition or who are new to the Firm
    • Provide training and support to new EAs
    • Participate in team meetings and projects with an eye to improving processes and the overall performance of the EA team

    Office Services Support
    • Log and greet all visitors, including clients, delivery persons, maintenance workers, etc. to ensure proper security is in place for guests
    • Book meeting rooms and manage their logistics including general set up/cleanup of rooms, catering requests, liaising with Technology Services for audio and video conferencing requests
    • Handling of incoming and outgoing mail, faxes and packages, copy/binding requests and large mailings
    • Assist with new hire on boarding, conduct office tour and explanation of office procedures
    • Ordering, stocking and inventory management of  specific supplies
    • Responsible for maintaining relationships with vendors; including building maintenance, overnight delivery, office suppliers and food services
    • Ensure compliance with Health and Safety (both internal and external), Fire Safety, emergency/evacuation and security procedures. Set up and ensure training and compliance in all aspects of Health & Safety to include First Aid, Fire Regulations and update BCP site details in BRM database
    • Oversee the OS budget
    • Checking accuracy and coding all OS bills prior to passing to Finance for payment
    • Organize firm events like Holiday & Summer Party, SP Day, etc., including oversight of the events budget
    • Assist with OS related new hire on boarding, conduct office tour and explanation of office procedures incl. Health & Safety and ordering of entry passes
    • Assist with internal office moves and refurbishment projects as needed
    • Monitor and handle all OS inbox requests
    • Provide content and updates for POW, our intranet site

    Experience Required:
    • At least three years’ experience at working in an administrative or customer service position.
    • Experience in financial services, management consultancy and/or a professional services environment a plus

    Skills and Attributes:
    • Problem solver – able to work with other teams and staff members effectively to reach a viable solution and goal
    • Strong service focus – dedicated to meeting the expectations of all staff through securing effective relationships with clients and executing deliverables to the highest standards.
    • Excellent communicator and negotiator – able to deal effectively with people at all levels across a multicultural environment
    • Maturity, poise and judgment
    • Ability to maintain and respect confidentiality
    • Ability to think strategically and contribute to development of departmental model
    • One who takes constructive feedback in stride and incorporates feedback quickly
    • Ability to manage a heavy work volume and meet deadlines in an extremely fast paced environment
    • Ability to undertake projects and produce quality and timely results
    • Self-starter, strong initiative, confidence and ability to work with little guidance
    • Collaborative team player
    • Positive attitude, sense of fun: is collegial and friendly
    • Ability to juggle several tasks at once, to prioritize and manage own time – Not a clock watcher or someone who is unwilling to step outside their job description
    • Methodical, organized and excellent attention to detail
    • Flexible attitude; embraces change, hard-working, cost conscious and results driven
    • Committed to the company and add to the life and culture
    • Authorized to work in the United States

    Technical Skills:
    • Excellent Word, PowerPoint and Excel skills
    • Expert knowledge of Outlook
    • Knowledge of CRM systems (Microsoft Dynamics), a plus but not necessary ​


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