Office Coordinator

The Office Coordinator supports the effective day-to-day operation of the Chicago office while providing executive administrative support to designated leaders within the Intellectual Property (IP) team.

This role helps ensure a professional, welcoming, and well-organized office environment and serves as a flexible administrative resource for office needs, IP leadership support, and Corporate special projects as business needs arise. Success in this position requires strong organization, sound judgment, discretion, attention to detail, and the ability to manage shifting priorities with a service-oriented mindset.

At J. S. Held, we pride ourselves on fostering a positive work culture that is inclusive.

The Office Coordinator will play a key role in championing the company's values and contributing to a dynamic and supportive workplace.

Job Responsibilities:

• Visitor and Communication Management:
• 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.
• Executive Assistant Support for Intellectual Property:
• 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.
• Office Administration and Facilities Support:
• Maintain a professional, organized, and well-stocked office environment, including reception areas, common spaces, supplies, and breakroom inventory.
• Receive, sort, and distribute mail, deliveries, and office communications.
• Coordinate office equipment, maintenance requests, repairs, catering, building access, and other day-to-day office support needs.
• Serve as the primary liaison with the property manager, cleaning services, building vendors, and internal stakeholders for facility-related matters.
• Support office-related payments, approvals, expense tracking, budget inputs, and administrative procedures tied to office operations.
• Assist with planning and coordination for corporate meetings, holiday events, client or employee gatherings, leadership visits, and other office or company events as needed.
• Corporate Administrative and Special Projects Support:
• Provide administrative and special projects support to Corporate Support teams based on business needs.
• Assist with research, coordination, document preparation, meeting support, and follow-up tracking.
• Support cross-functional projects or ad hoc initiatives that require organization, communication, and execution support.
• Onboarding Support:
• 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.
• Provide orientation on office procedures and facilitate introductions to key contacts.

Executive & Administrative Support

Serve as the primary administrative resource for the executive team:

• Manage complex calendars, schedule internal and external meetings, and coordinate across multiple priorities
• Arrange and book all business travel including flights, hotels, ground transportation, and detailed itineraries
• Prepare, submit, and track expense reports and reimbursements
• Handle personal administrative matters for senior executives including coordination of correspondence, scheduling, and document management
• Screen and return calls on behalf of senior executives on an as-needed basis
• Manage client gifting program and relationship outreach tracker to ensure timely and thoughtful touchpoints throughout the year

Required Qualifications:

• Prior experience in office coordination, reception, administrative support, executive assistance, or a similar role.
• Strong organizational, time-management, and project coordination skills, with the ability to manage competing priorities.
• Professional written and verbal communication skills, with the ability to interact effectively with employees, clients, visitors, vendors, and senior leaders.
• Demonstrated discretion, sound judgment, and attention to detail when handling confidential or sensitive information.
• Resourceful, proactive, and service-oriented approach to supporting day-to-day business needs.
• Proficient in Microsoft Office Suite; experience with Adobe Reader, D365, Power BI, or similar business tools preferred.
• Comfortable using office equipment and coordinating basic workplace technology or workstation needs.

Physical and Mental Job Qualifications

• Must be willing to work in person in our Chicago, IL office.

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Some of the Benefits We Have Include

J. S. Held understands all our employees are people and sometimes life needs flexibility.

We work to always provide an environment that best supports and suits our team’s needs.

• Medical, Dental, and Vision Insurance
• 401k Match
• Commuter Benefit

A reasonable estimate of the salary range for this role is $28 - $30 per hour. Any offered salary range is based on a wide array of factors including but not limited to skillset, experience, training, location, scope of role, management responsibility, etc.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

By submitting your application, you acknowledge that you have read the J. S. Held Online Privacy Notice and hereby freely and unambiguously give informed consent to the collection, processing, use, and storage of your personal information as required and described therein.

California residents can click here to learn more about the personal information we collect and here to learn about additional privacy rights that may be available.

Please explore what we’re all about at www. jsheld. com.

EEO and Job Accommodations

We embrace diversity and our commitment to building a team and environment that fosters professional and personal enrichment is unwavering. We are greater when we are equal!

J. S. Held is an equal opportunity employer that is committed to hiring a diverse workforce.

All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.

If you are an individual with a disability and would like to request for a reasonable accommodation, please email jobs@jsheld. com and include “Applicant Accommodation” within the subject line with your request and contact information

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