Dynamic Office & Executive Support Coordinator

J.S. Held LLC; Chicago (IL); On-site; USD 39,000 - 41,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401k Match

Job summary

J.S. Held is seeking an Office Coordinator to support the Chicago office and provide executive administrative assistance to designated IP leaders. This role emphasizes organization, discretion, and service in a fast-paced, collaborative environment.

The position involves calendar management, travel coordination, meeting support, and office logistics. A proactive, detail-focused mindset and in-person work at the Chicago office are required for success.

Qualifications

• Prior experience in office coordination, reception, administrative support, or a similar role.
• Strong organizational, time-management, and project coordination skills.
• Professional written and verbal communication with stakeholders.
• Discretion and ability to handle confidential information.
• Proficiency with Microsoft Office and basic workplace technology.

Responsibilities

• Welcome visitors, clients, and employees and maintain professional reception experience.
• Screen visitors, notify the appropriate party, and support office access and safety procedures.
• Answer, screen, and route incoming calls and provide accurate information in person, by phone, and by email.
• Manage calendars, schedule meetings, and help resolve scheduling conflicts for designated IP leaders.
• Coordinate travel, itineraries, expenses, and related administrative needs.
• Support internal and external meetings, including rooms, virtual meeting details, materials, catering, and follow-up tracking when needed.
• Prepare and format routine presentations, reports, correspondence, and other administrative materials.
• Handle sensitive information with discretion and serve as a professional point of contact for clients and colleagues.
• Maintain a professional, organized office environment, including reception areas, common spaces, supplies, and breakroom inventory.
• Coordinate office equipment, maintenance requests, repairs, catering, building access, and other day-to-day office support needs.
• Assist with planning and coordination for corporate meetings, holiday events, client or employee gatherings, leadership visits, and other office or company events as needed.
• Provide administrative and special projects support to Corporate Support teams based on business needs.
• Coordinate with HR and internal teams to support new hire onboarding requirements.
• Set up workstations and help ensure new employees have access to required systems, tools, and office resources.
• Serve as the primary administrative resource for the executive team, including calendars, travel, expenses, and document management.

Skills

Office coordination

Reception

Administrative support

Executive assistance

Tools

Microsoft Office

Adobe Reader

D365

Power BI

Job description

J.S. Held is seeking an Office Coordinator to support the Chicago office and provide executive administrative assistance to designated IP leaders. This role emphasizes organization, discretion, and service in a fast-paced, collaborative environment.

The position involves calendar management, travel coordination, meeting support, and office logistics. A proactive, detail-focused mindset and in-person work at the Chicago office are required for success.