Office Coordinator - Civic Committee of the Commercial Club of Chicago : Job Details

The Commercial Club of Chicago Overview

The Commercial Club of Chicago is a membership organization of senior leaders in the region. Our members span the business, education, civic, cultural, and philanthropic sectors - unified by excitement for the future of Chicago. We believe cooperation and an open exchange of ideas are fundamental to success.

Throughout our history, the Commercial Club of Chicago and our affiliated organizations have played a leading role in shaping the Chicago region. We have helped tackle the most pressing issues facing Chicago and have been instrumental in some of the City's most visionary efforts.

Today, the Commercial Club continues to address social and economic issues of importance to the Chicago region.

The Civic Committee Overview

The Civic Committee, a committee of the Commercial Club composed of the leaders of our region's leading private sector employers, works with public officials, and other civic organizations on game-changing initiatives to promote our region's social and economic well-being. We are committed to making our region a better place for everyone to live, work, and do business. Through our key focus areas and the work of our affiliated organizations, we address the most pressing issues facing the Chicago region. These projects change over time and currently include efforts on business diversity, education, state finance, technology, transportation and infrastructure, and veteran employment.

We also work alongside, and fund, the organizations established by us to tackle key issues head-on:

• Civic Consulting Alliance: Civic Consulting Alliance has an effective model for addressing systemic problems and achieving lasting change. We leverage the power of public-private collaboration through a unique approach to management consulting, to channel Chicago's proud history of civic engagement.
• Kids First Chicago: Kids First Chicago's mission is to dramatically improve education for Chicago's children by ensuring high-quality public schools are accessible to all families. We believe a healthy education environment where kids, schools, and communities thrive is the key to a world-class city. We believe that those closest to our students - families, community members, and educators - are best equipped to design policies and systems that will improve equity and lead to stronger outcomes for our students, communities, and city.
• P33: Our ambition is to transform Chicago into a tier one technology and innovation hub and promote inclusive economic growth.

For additional information on the Commercial Club and Affiliated Organizations, please refer to our websites at Commercial Club of Chicago or Civic Committee.

Terms of Employment

This is a full-time, exempt position with benefits, reporting to the Chief of Staff of the Civic Committee. There is an initial training and probationary period of three months.

Position Summary

The office coordinator helps keep our workplace running efficiently. The Office Coordinator serves as first point of contact for the organization's offices and is responsible for receptionist duties as well as identifying and addressing the needs within the office facility to ensure smooth operations including the office space, restocking supplies, submitting maintenance requests, copiers, mail rooms, and phone system. At the Civic Committee, the Office Coordinator provides support to other members of the Civic Committee administrative team, including other Executive and Administrative assistants, as necessary.

Ideal candidates will be punctual, friendly, positive, detail-oriented, organized, and able to multitask in a fast-paced environment.

Office Management Responsibilities

Receptionist Responsibilities

• Greeting visitors to the office, ensuring guests are comfortable, and notifying the correct employee of the visitors' arrival.
• As requested, handle administrative matters for meetings including materials, location, and guest security procedures through the organization's PRISM system.
• Prepare contact information directories.
• Monitoring and ordering inventory for office and kitchen supplies.
• Manage office-wide communications for holidays and security purposes, as well as Civic
• Committee-specific celebrations including birthdays and anniversaries.
• Facilitate Civic Committee requests and processing for key improvements and repairs to the space.
• Maintain overall order of the reception area and office suite.
• Answer, screen and forward any incoming phone calls while providing basic information when needed; monitor cold calls and forward information via email as necessary.
• Check voice mail messages on main line and distribute via email as necessary.
• Managing incoming and outgoing correspondence, including emails, faxes, mail, and packages.
• Log Civic Committee guests' info PRISM system as requested; add/remove recurring guests as necessary.
• Assist Civic Committee staff with routine administrative duties such as copying, mailing, and prepping/sending packages.
• Primary contact for all vendors related to facilities and administration (e.g., FedEx, USPS, UPS, etc.) including supply companies, messenger and overnight delivery services, off-site storage, and office equipment, invoice and bill processing using Bill.com and Tallie.com.

Record Keeping

• Responsible for updating and distributing all protocol records and updating instructional materials.
• Implement and maintain systems of record retention for files stored off site.
• Develop and maintain a storage retention policy for off-site storage.

Facility Improvement

• Improve facility organizational systems.
• Keep the suite clean and orderly and raise any concern or identifies opportunities for improvement across the facility, utilizing PRISM for requesting maintenance as needed.
• Manage and facilitate office improvement projects as directed by the Vice President for Finance and Administration and the Chief of Staff.

Safety/Security

• Building access coordinator – serve as main point of contact for 190 S. LaSalle security/front desk team to allow or deny access to incoming visitors.
• Safety Coordinator for office – attend yearly meetings and train corresponding admins about proper evacuation and emergency procedures.
• Coordinate information and documentation for all new hires, including requesting head shot images for building access cards and submitting requests to PRISM.

Accounting Department Administrative Responsibilities

• Handle outgoing correspondence including letter preparation and method of delivery, i.e., messenger, fax, postage, federal express.
• Following accounting procedures, handle all incoming mail by opening, copying, notifying, and distributing incoming payments as necessary.
• Collaborate with Accounting Manager for mail notification and distribution.

Education and Experience Requirements

• Bachelor's degree preferred, Associate's degree required.
• Proficiency in Microsoft Office suite (Outlook, Excel, Word, PowerPoint, Teams, SharePoint) required; experience using the Adobe Suite required.
• Expert proficiency in Zoom and MS Teams.
• Strong work tenure: 3 – 5 years of experience working within a professional environment providing support services to the organization and staff.

Working Environment

We believe that the path to achieving our missions requires our organizations and teams to regularly collaborate, work in teams, maintain collegiality, and provide a space for thought-partnership, all of which generally are best accomplished in person. However, we also recognize that appropriate flexibility is beneficial to the effectiveness of our employees and our organizations. With that in mind, we offer opportunities for employees to work in a combination of in-person and remote work (“hybrid” option).

Competencies

• Friendly, professional, and service-oriented personality, with strong communication skills
• Ability to multi-task
• Problem-solving and basic troubleshooting skills
• Highly effective organizer with a keen attention to detail
• Ability to interface with all levels of clients including C-suite corporate executives.
• Self-starter who can handle multiple projects in varying stages of development and meet deadlines.
• Ability to work well in a team-oriented and fast-paced environment.
• Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint, Teams), Internet search tools.

Equal Employment Opportunity Statement

The Club and its affiliated organizations are equal opportunity employers and do not unlawfully discriminate against employees or applicants for employment on the basis of any legally protected characteristic, whether actual or perceived, including, including, but not limited to, an individual's race, religion, color, creed, gender, gender identity, gender expression, sexual orientation national origin, ancestry, citizenship status, marital status, pregnancy, age, disability, genetic information, veteran status, or other legally protected status. This policy applies to all terms, conditions, and privileges of employment, including recruitment, hiring, placement, compensation, promotion, discipline, and termination.

Compensation

Commensurate with experience; the Club offers a competitive benefits package, subject to specific policy eligibility guidelines.