Office Coordinator

Job Description

Job Overview:

Oversight of all aspects of Press Ganey Forsta’s Chicago, Illinois office. Responsible for promoting a positive office culture and maintaining the overall flow of the office, including meeting planning, technology assistance, catering, vendor management, supply ordering and facility needs. In addition, provide administrative support to senior level executives as assigned. Coordination of tasks such as managing schedules, booking travel arrangements, managing correspondence, and organization of electronic and hard copy files.

Duties and Responsibilities :

• Proper coordination of office needs, including:
  • Conference rooms and coordination of meetings
  • Catering
  • Supplies
  • AV/technology needs
  • Office cleanliness
  • Visitor coordination and badging
  • Vendor and facilities management
• Administrative support:
  • Schedule meetings and manage calendars
  • Take accurate and comprehensive notes at meetings when required
  • Information analysis and task routing
  • Help with daily time management
  • Run errands as requested
  • Plan travel, including flights, accommodation, and ground transportation
  • Create expense reports
  • Make restaurant reservations
  • Meeting and logistics planning
• Performs other duties as assigned and required.

Qualifications

• Minimum of 2-4 years of experience in working in an office setting as outlined above
• Proficient in computer technology, especially Microsoft Office applications
• Knowledge and use of audio and/or visual conferencing software
• Entrepreneurial drive and ability to work independently
• Ability to multitask with analytical and critical thinking skills
• Professional handling of sensitive information; sound judgment
• Strong time management and organizational skills with meticulous attention to detail and accuracy
• Proactive approach to problem solving
• Active listening and strong interpersonal and communication skills
• Interpersonal dynamics: Office Coordinators and administrative and executive assistants interact with various individuals, including employees, clients, vendors, and executives. They should have strong interpersonal skills to effectively communicate, mediate conflicts, and build relationships with different stakeholders
• Excellent verbal and written correspondence

Education:

• High school diploma required with an associate degree or two years of college preferred. Experience may be substituted for formal education.

Special Working Conditions:

• Extended hours may occasionally be needed beyond regular office hours, especially during busy periods, to meet deadlines or handle urgent matters. This could include staying late or working weekends

Special Physical Requirements :

• Physically capable of navigating the office space, including walking, standing, and occasionally lifting or carrying items
• Have good manual dexterity to operate computers, printers, and other office devices effectively
• Vision and hearing: Office Coordinators and administrative and executive assistants need to read and review various documents, emails, and reports. Should have adequate vision to read and analyze written materials. Additionally, they should have good hearing to communicate effectively with employees, clients, and other stakeholders

Additional Information

Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At Press Ganey we are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyways. You may be just the right candidate for this or other roles.

All positions at Press Ganey require an applicant who has accepted an offer to undergo a background check. The specific checks are based on the nature of the position. Background checks may include some or all of the following: SSN/SIN validation, education verification, employment verification, and criminal check, search against global sanctions and government watch lists, fingerprint verification, credit check, and/or drug test. By applying for a position with Press Ganey, you understand that you will be required to undergo a background check should you be made an offer. You also understand that the offer is contingent upon successful completion of the background check and results consistent with Press Ganey employment policies. You will be notified during the hiring process which checks are required for the position.

Press Ganey Associates LLC is an Equal Employment Opportunity/Affirmative Action employer and well committed to a diverse workforce. We do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, veteran status, and basis of disability or any other federal, state or local protected class.

Pay Transparency Non-Discrimination Notice – Press Ganey will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

The expected base salary for this position is $14.00/hr. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered. In addition to base salary and a competitive benefits package, successful candidates are eligible to receive a discretionary bonus or commission tied to achieved results.

All your information will be kept confidential according to EEO guidelines.

Our privacy policy can be found here: https://www.pressganey.com/legal-privacy/