Administrative Coordinator

JOB LOCATION

Chicago

OVERVIEW

VSA Partners is a group of dedicated, collaborative and kind people that values smarts over egos. We work very hard to create human-centered, insight-inspired work that moves people, changes behavior, and answers real strategic problems. We started as a design firm over 30 years ago and operate today with a “design thinking” approach to everything we do. Formally, we’re a branding and marketing company that approaches business challenges holistically and aims to break down silos between branding, digital, marketing and advertising. Informally, we’re a family that comes together at the table every day to make something great.

VSA’s Operations team leads all of the internal operating functions of VSA including: Administration, Human Resources, IT, Legal, Talent Acquisition, Resourcing and Project Management. We focus on people, processes, tools and systems with the end goal of making VSA an ideal place to work and perform. The diverse members of the Operations Team are at the top of their individual fields and use their expertise to drive culture, performance and efficiency at VSA.

The Administrative Coordinator is responsible for supporting the Administration and Talent Teams. He/she is accountable for the day-to-day operations of the office including being the first responder at the Front Desk, whether on the phone or in person, assisting clients and candidates when on site, coordinating travel, scheduling day one onboarding for full-time and freelance candidates, maintaining an efficiently-run, clean office, scheduling interviews, and providing office support to employees as needed.

As a main link for employees, on-site clients, and candidates; the Administrative Coordinator must have an approachable and responsible attitude. This role contributes to the quality of our clients’, candidates’ and employees’ office experience and overall work environment.

RESPONSIBILITIES

  • Running front desk services, including greeting client, candidates and guests; managing the phones, scheduling and maintaining conference rooms, organizing and delivering mail and packages, ordering messengers and completing FedEx and courier requests, managing guest list, etc.
  • Coordinating travel for all VSA employees (with some exceptions, like partners) and occasionally for clients, candidates and visitors, including flights, hotels, and ground transportation.
  • Provide hospitality for client and internal meetings and gatherings, including order, set-up, refresh and breakdown.
  • Provide meeting planning support during client visits including conference room set up and clean up, providing meeting room supplies, some IT support (projectors), assisting clients when in office including private workspace, local travel, hotels, etc.
  • You’ll be our Day One person, scheduling and facilitating onboarding of new full-time and contract hires, managing paperwork, and issuing background checks.
  • You will act as VSA’s internship liaison, coordinating university postings; managing the program calendar; and helping organize program events and day-one onboarding.
  • Organize and maintain office areas including lobby, kitchen, conference rooms, and production areas.
  • Manage conference room schedules/availability. 
  • Lots of emails; you will respond to both internal and external inquiries about employment opportunities and the talent acquisition process.
  • In accordance with VSA’s established candidate experience, you will schedule candidate interviews as well as shepherding on-site interviews.
  • Monitor timesheet compliance and with the help of Resource Management provide reports to improve compliance.
  • Assist Office Manager with reorganization and office aesthetic, including:
    • Inventory and ordering office supplies (weekly)
    • Inventory and ordering groceries, alcohol (bi-weekly)
    • Report service requests to office of the building
  • Help to plan and organize company meetings, on and off-site, set up for in-house events.
  • Provide backup support to Executive Assistants to Partners.

QUALIFICATIONS

  • A Bachelor’s degree from an accredited institution 
  • Top-notch professionalism, where you can interact at all levels of the company and with external parties, maintaining effective written and spoken communication
  • The ability to multi-task, establish priorities and work independently
  • Discretion—you respect the need for and you will maintain a high level of confidentiality
  • The ability to produce in a fast-paced environment, work with a sense of urgency, and work under pressure
  • Ability to work varied hours
  • Physical capability to assist with event set ups and coordination
  • Ninja-like ability to adapt quickly to changing priorities
  • Strong customer service orientation
  • Enthusiastic, motivated and self-starter
  • All the Microsoft Office Suite and Google Suite skills