Office Administrative Coordinator Job at The Larko Group, Deerfield, IL

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  • The Larko Group
  • Deerfield, IL

Job Description

We're looking for a sharp, proactive Office/Administrative Coordinator to support key leaders in employee engagement and operations, while also providing high-level administrative and project support to members of senior leadership. This role touches everything from day-to-day office oversight to event planning and confidential executive support, requiring someone who can juggle multiple priorities with poise and professionalism.

If you're a confident, collaborative professional who enjoys making things happen and being indispensable to a team, this is your chance to step into a role where your impact will be felt from day one.

Responsibilities

  • Answer incoming calls and direct them to the appropriate staff member.
  • Greet guests upon arrival and ensure a welcoming environment.
  • Plan and/or assist with office events, including organizing and managing logistics.
  • Accept, sort, and distribute mail and packages to the appropriate recipients. Manage FedEx.
  • Manage office supplies, including ordering, tracking inventory, and maintaining the budget.
  • Oversee the daily stocking of the café and office supplies. Lifting is required.
  • Review and approve invoices related to office operations.
  • Assist with quarterly board meeting logistics.
  • Assist with the New Employee Onboarding program, lunches, and onsite support.
  • Manage employee celebrations.
  • Coordinate with IT to ensure laptop equipment is prepared for new employees.
  • Submit facilities tickets through the building portal as needed.
  • Coordinate meetings and arrange catering when requested.
  • Provide general conference room support.
  • Issue access cards to Home Office employees and manage gym membership process.
  • Provide back-up support for other administrative staff as needed.
  • Strives to maintain a safe working environment through the prevention of accidents, the preservation of equipment, and the achievement of safe working practices.
  • Performs other duties as assigned.
  • Manage complex calendars for senior executives, including the EVP, Chief Strategy Officer, EVP, Chief Medical Officer, and EVP, Chief Legal Officer.
  • Coordinate travel arrangements and process expense reports.
  • Coordinate meetings and arrange catering when requested.
  • Support staff with document preparation, presentations, and invoice tracking.
  • Manage documents through DocuSign.
  • Execute projects to meet department and company objectives.
  • Assist with other projects as requested.

Ideal Experience

  • BA/BS is preferred but not required.
  • Minimum of 2 years of experience in office management/administrative support.
  • Minimum of 3 years of experience providing administrative support to senior-level executives.
  • Knowledge of office dynamics and office operational functions.
  • Proficiency in Microsoft applications and the ability to quickly learn internal systems.
  • Experience with Word, Excel, PowerPoint, and Outlook.
  • Experience in working with outside vendors and service providers preferred.
  • Experience with document management systems, training, compliance, regulatory, and quality systems is a plus.
  • High level of flexibility and willingness to learn and take on new responsibilities.
  • Ability to multitask and prioritize the activities of the department appropriately.

The Larko Group is a premier staffing and recruiting firm based in Chicago with a nationwide reach. We specialize in Direct Hire, Temporary-Hire, and Temporary/Project placements across a range of roles, including Executive Assistants, Administrative Assistants, Personal Assistants, Chiefs of Staff, Office Managers, Receptionists, General Office and Labor, Event Support, Project Management, and Customer Service.

Job Tags

Temporary work, Work at office, Home office,

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