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.

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