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The Administrative Coordinator will serve as the front‑desk and office operations anchor for a newly established office of a professional services firm. This role is ideal for a polished, proactive administrator who enjoys being the face of the office while also contributing to the behind‑the‑scenes operational setup and ongoing office support.Working closely alongside an experienced Executive Assistant, this individual will help launch and shape the culture, systems, and day‑to‑day operations of a growing office, while maintaining seamless connectivity with the firm’s Chicago headquarters. This will require 5 days onsite.
Key Responsibilities
- Act as the first point of contact for all visitors, clients, and employees
- Maintain a welcoming, organized, and professional front‑of‑house environment
- Support the setup and launch of the new office, including coordination with IT, facilities, and vendors
- Manage office supplies, inventory, equipment, and service contracts
- Coordinate building access, conference room scheduling, and office logistics
- Partner with leadership and the Executive Assistant to ensure smooth daily office operations
- Provide general administrative support to the office as needed
- Support office events, meetings, and visiting team members from other offices
- Act as a culture carrier for the firm, bringing energy and engagement to the new office
- Help plan and coordinate internal events such as team lunches, happy hours, and celebrations
Qualifications
- 3+ years of experience in an administrative, office coordination, reception, or similar role
- Prior experience in professional services, finance, private equity, or a fast‑paced corporate environment preferred
- Demonstrated ability to manage multiple priorities and adapt in a growing office setting
- Strong organizational, communication, and time‑management skills
- Resourceful, flexible, and solutions‑oriented mindset
Why This Role
- Opportunity to play a founding role in a new office launch
- High visibility position with meaningful impact on office operations and culture
- Exposure to senior leadership
- Strong partnership with an experienced Executive Assistant for mentorship and development
- Growth‑oriented environment that values initiative and flexibility
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