Office Services Coordinator

Spencer Stuart; Washington (District of Columbia); On-site; USD 70,000 - 80,000; Full time

Benefits offered by this job

Retirement savings plan with employer

Paid time off

Health benefits

Wellness programs

Job summary

Spencer Stuart is seeking an Office Services Coordinator to be the first point of contact, managing front desk operations and providing broad administrative support. You will greet clients and visitors, coordinate meeting logistics, and assist staff while upholding the firm’s brand promise.

The role requires 3–5 years of admin experience in a production environment, strong MS Office skills, and excellent communication.

Qualifications

• Minimum of 3-5 years of administrative experience in a professional environment that is production oriented.
• Ideally, experience as a receptionist and/or administrative assistant in a fast-paced, professional office environment that is production and administratively oriented.
• Prior experience in a professional services organization is preferred but not mandatory.
• Typing speed of 50 wpm is preferred
• Excellent written and verbal communication skills
• Ability to handle a variety of tasks simultaneously; adept at prioritizing and balancing workload and maintaining a strong focus on and attention to detail
• Proficient in Microsoft applications (Word, Outlook, PowerPoint, Excel)
• Proficient in proofreading and editing documents

Responsibilities

• Greet/welcome all clients, candidates and visitors, offer a beverage and escort individuals to the appropriate location within the office.
• Serve as a main point of contact to manage office logistics for office staff and visitor logistics which includes greeting guests, providing access, office and conference room reservations, meals coordination and materials needed.

Skills

Administrative experience

Receptionist experience

Microsoft Office

Typing 50 wpm

Tools

Word

Outlook

PowerPoint

Excel

Job description

Position Summary Spencer Stuart hosts many visitors from around our firm, as well as clients and candidates. Our goal is to present each person with a warm, professional and discreet experience. The Office Services Coordinator is the first voice, face and experience for many people within and outside of our firm, this individual must exude our brand promise. Given the pace and volume of Spencer Stuart’s business, as well as the exposure to and interaction with senior executive and board level individuals, there is an expectation that we embrace and deliver seamless teamwork. The quality of service, communication and care must be at the pinnacle of hospitality and professionalism. The constant flow requires focus, precision and attention to detail. In addition, the expectations of an elite professional services firm require creating a comfortable, nuanced and high-touch experience for each visitor. The Office Services Coordinator will be responsible for answering, screening and managing all calls to the office’s main line, as well as managing all aspects of front desk operations and related tasks in a highly efficient manner, ensuring no detail is overlooked. This individual also will be responsible for providing administrative support to all members of the staff, as directed, to assist with workload balance within the office. The successful candidate will serve as the local office ambassador, internally and externally, and demonstrate interest and participation in the overall successful operation of the office by exhibiting a high level of involvement in a team environment. A summary of the core personal attributes and requirements include, but are not limited to, the following: Exhibit a positive, professional and poised presence, both on the phone and in person. Demonstrate punctuality, reliability and dependability in attendance. Demonstrate flexibility with regard to required work hours. Possess a high degree of self-confidence in abilities, and exhibit a "can-do" attitude. Demonstrate proficient knowledge of all Microsoft Suite applications (Word, PowerPoint, Outlook, Excel). Demonstrate exceptional verbal and written communications skills, including grammar, language and editing skills. Possess a high level of maturity, integrity, honesty and adherence to the principles of confidentiality in all aspects of the individual’s professional duties. Possess superior organizational skills and a demonstrated ability to juggle multiple priorities in a fast-paced environment. Be a motivated self-starter who can work extremely well under pressure and who is capable of disciplined, independent thinking and exercising excellent judgment with little or no direction.

KEY RELATIONSHIPS

Reports to Administrative Director (solid line)

Other key relationships Executive Engagement Administrators Associates and Analysts

Other Spencer Stuart Personnel

KEY RESPONSIBILITIES

• Greet/welcome all clients, candidates and visitors, offer a beverage and escort individuals to the appropriate location within the office.
• Serve as a main point of contact to manage office logistics for office staff and visitor logistics which includes greeting guests, providing access, office and conference room reservations, meals coordination and materials needed.

IT Lead/Liaison

• Liaison with Service Desk for technology updates and repairs as it relates to the daily office operations.
• Maintain workstation according to Firm technology standards
• Managing inventory of all in office technology assets - Laptops/desktop, printers and spare equipment.
• Assist visitors and office staff with IT needs.
• Dial in meetings and manage conference room technology.

• Be an active participant in creating the office culture by sharing, collecting and administering ideas for a positive workspace that embodies the company culture.
• Assist the administrative director as a liaison with property management to facilitate repairs and other building-related matters that affect and pertain to the overall general management of the office.
• Responsible for keeping the team informed about office updates, procedures and events that may affect their visit to the office ensuring and fostering open communication.
• Responsible for maintaining and ordering all office supplies, production room materials, café grocery orders and other materials, as requested.
• Facilitate service calls for office equipment and maintain required meter readings for copiers, postage machines, binding equipment, AED machines and individual office printers.
• Provide administrative assistance to consultants, visiting consultants, administrative director and EEA staff with search-related production requirements and data entry, to include:
• Printing/copying/binding documents.
• Creating FedEx/UPS labels.
• Arranging courier services.
• Other collateral duties, as required, by the administrative director.
• Pick up and distribute office mail, newspapers, FedEx, UPS and other packages, and post mail each day.
• Ensure the café and office are tidy by emptying the dishwasher each morning, loading any remaining items and starting the dishwasher each evening before leaving the office.
• Tidy all visitor rooms, conference rooms and videoconference rooms after each use.

CANDIDATE PROFILE

IDEAL EXPERIENCE

• Minimum of 3-5 years of administrative experience in a professional environment that is production oriented
• Ideally, experience as a receptionist and/or administrative assistant in a fast-paced, professional office environment that is production and administratively oriented.
• Prior experience in a professional services organization is preferred but not mandatory.
• Typing speed of 50 wpm is preferred
• Excellent written and verbal communication skills
• Ability to handle a variety of tasks simultaneously; adept at prioritizing and balancing workload and maintaining a strong focus on and attention to detail
• Proficient in Microsoft applications (Word, Outlook, PowerPoint, Excel)
• Proficient in proofreading and editing documents

CRITICAL CAPABILITIES

Project Coordination/Management: Manage all job responsibilities to ensure smooth, high-quality outcomes (as measured by year-end performance appraisals and ongoing feedback), while working on multiple priorities and potentially short timelines that involve team members with varying styles.

The ideal candidate will do this by:

• Building collaborative relationships externally and internally, including with individuals in other Spencer Stuart offices and practices.
• Participating in and guiding teams while fostering an environment of mutual trust.
• Identifying and assisting in managing the needs and expectations of the internal and external team.
• Communicating appropriately and effectively with all levels and diverse cultures.
• Utilizing effective, high-level written and oral communication skills.
• Providing constructive guidance and feedback, and openly receiving the same.
• Remaining optimistic and positive – even under stress – and facing challenges by looking for solutions, offering support to colleagues who are in need and reaching out for support when necessary.

POWER-USER OF TECHNOLOGY

Leverage technology systems to their fullest potential to increase and maintain efficiency in an environment where technology changes constantly and productivity demands remain high.

The ideal candidate will do this by:

• Embracing and actively participating in training opportunities.
• Proactively seeking guidance/coaching from peers or corporate trainers to augment/improve any potential deficiencies in skills.
• Utilizing tools such as Outlook, the Microsoft suite of products and a relational database to their fullest potential to produce/implement the most efficient end result, to include using the calendar features to schedule, track and notify people of meetings and scheduling changes.

PERSONAL CHARACTERISTICS

Exhibits a professional presence and appearance at all times, as well as sensitivity regarding the confidential nature of executive search. Possesses and demonstrates a high degree of comfort working in a fast-paced and openly communicative, yet confidential, environment. Demonstrates a high level of respect for and adherence to the team approach and firm values. Expresses self-confidence by maintaining a balanced perspective, showing maturity, exercising good judgment and unemotionally addressing issues on merit. Is extremely polite, caring and outgoing – someone who builds rapport easily and cultivates positive relationships. Remains calm under pressure. Is proactive and a quick study, as well as a self-starter. Is decisive, productive and well-organized. Remains flexible and willing to learn and take on additional responsibilities. Possesses a genuine and conscientious desire to serve the firm, both internally and externally.

The base compensation range for this position is $70,000 – 80,000 per year. The actual base compensation offered within this range will be dependent on the individual’s skills, experiences, and qualifications. This position will be eligible to participate in our annual discretionary bonus program.

BENEFITS

• Retirement savings plan with discretionary profit sharing contribution and employer match
• PTO (minimum 15 days per year, increases with tenure), paid sick time (10 days per year), company holidays (12 days per year), and paid leaves of absence when applicable
• Comprehensive health benefits, including medical, dental, and vision insurance, and healthcare flexible spending account
• Life Insurance, and short-term and long-term disability insurance
• Wellness benefits, including an employee assistance program, virtual mental health program, and mindfulness program
• Voluntary benefit options, including supplemental life insurance, identity theft protection, and whole life insurance with long-term care and critical illness coverage

Spencer Stuart is a proud equal opportunity and affirmative action employer. We are committed to non-discrimination without regard to actual or perceived race, ethnicity, creed, color, religion, gender (including pregnancy, childbirth or related medical conditions), national origin, immigration status, ancestry, age, marital status, protected veteran status, physical or mental disability, medical condition, genetic information, sexual orientation, gender identity, or any basis prohibited under applicable federal, state or local law.

Founded in 1956 and privately owned, Spencer Stuart is one of the world’s leading executive search and leadership advisory firms. With 70 offices in 31 countries, the firm is considered to be the advisor of choice among top companies seeking guidance and counsel on senior leadership needs, and has unrivaled access to leading executives around the world. Spencer Stuart works with a wide range of clients, including multinational corporations, entrepreneurial businesses, private equity firms, family-owned companies, and nonprofit organizations.

Achieving Excellence As a leading professional services firm, Spencer Stuart prides itself on having a unique culture—a company culture made up of extremely results-oriented individuals, who also have strong relationship and collaboration orientations. Spencer Stuart strives for excellence in all that it does, and in all of its teams.

LOOKING FOR LEADERS

Spencer Stuart consultants apply real insight into clients’ strategic requirements and proven assessment tools to recruit leaders who have the necessary skill, experience, and personal qualities to advance company strategies and achieve outstanding results. Teams are organized into industry and functional practices to maximize sector specialization and knowledge sharing across the firm. These client service teams are supported by first-rate associates and research analysts, working across international borders and backed by state-of-the-art technology.

PROBLEM SOLVERS

Spencer Stuart is not only matching the right management with the right business missions, it’s also creating incredibly meaningful Leadership Teams that add long‑term value, solve a wide range of important problems across organizations, and help candidates further exceptional careers. Professionally, employees also learn multinational businesses inside out by working side‑by‑side with the world's most phenomenal clients and leaders.

WEBSITE ACCESSIBILITY DISABILITY ACCOMMODATION FOR INDIVIDUALS APPLYING TO SPENCER STUART U.S.

Spencer Stuart is an Equal Employment Opportunity /

WEBSITE ACCESSIBILITY DISABILITY ACCOMMODATION FOR INDIVIDUALS APPLYING TO SPENCER STUART U.K.

Spencer Stuart UK is an equal opportunities employer whereby all employment decisions are based on job requirements, business needs and individual qualifications, with no attention to any protected characteristic. We are also a Level 1 Disability Confident Employer and will therefore provide reasonable adjustments to individuals in job application processes and ensure the process is fully inclusive and accessible. If you have any difficulty using our online system and you need an accommodation due to a disability, you may use the alternative email address below to contact us about your interest in employment in the United States or United Kingdom: [e-mail]. Only resumes for current open positions can be accepted.

NOTICE TO RECRUITERS & STAFFING AGENCIES

Our preference at Spencer Stuart is to recruit candidates directly. We do occasionally partner with a limited number of preferred agencies when we identify a need for third party staffing support. We do not accept unsolicited agency resumes.

We will pay a fee only if the candidate is presented after there is a signed recruiting agreement in place between Spencer Stuart and the agency and only if we have explicitly engaged the agency to submit resumes for a specific current opening. We do not pay fees for unsolicited candidates submitted to Spencer Stuart or any Spencer Stuart employee by email, fax, phone, mail, verbal referral or any other means.

In the case of candidates submitted to Spencer Stuart without a signed agreement in place or without being solicited to work on a specific open requisition, Spencer Stuart explicitly reserves the right to pursue and hire those unsolicited candidates without any financial obligation to the recruiter or agency.

EMPLOYEE PRIVACY POLICY

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EEO is the Law Applicants to and employees of this company are protected under Federal law from discrimination on several bases. Click here to learn more.