Job Location : Chicago,IL, USA
* Position is based 100% out of our Chicago corporate office. *
Your Opportunity
The Scion Group is seeking an Associate for the Administrative Services team to assist with the coordination and execution of smooth and efficient day-to-day office operations. As part of the Administrative Services team, this position is an important representation of the company to all guests, both inside and outside of the organization. The Associate provides various types of administrative support, increasing the company's productivity. This role demands exceptional professionalism throughout, strong anticipation skills and efficient organization. This is an in-office opportunity, based at Scion's Chicago headquarters.
Responsibilities
General Administration
* Ensure there is always coverage at reception desk/entrance. Greet and assist guests immediately upon arrival.
* Assist with preparation for guests such as adding guests and new hires into the building security system (Kastle), reserving a conference room, the delivery of food and refreshments and notifying stakeholders when guests have arrived.
* Help maintain office security by monitoring visitor access and holding self and others accountable to following safety compliance procedures.
* Stay current on relevant company information to provide internal staff and external customers accurate assistance.
* Answer phones promptly and provide excellent customer service.
* Respond to emails from parents and residents, escalating to the appropriate stakeholder.
* Schedule meetings as requested.
* Order and coordinate catering for meetings of 10+ people.
* Sort incoming mail and deliver to addressee. Mail items as requested and provide/maintain tracking information.
* Research and compare prices to find cost effective solutions for all administrative spending such as booking hotels and purchasing refreshments.
* Create office key cards for new employees every Friday in advance of start dates. Provide new and current corporate employees with necessary building waivers for access to the fitness center, conference rooms and parking.
* Assist with the maintenance of company telephone services (including afterhours on-call accounts) as needed.
* Create maintenance key cards for Scion's properties through Instacart and track expenses to submit to Corporate Accounting.
* Assist with maintaining accurate expense reports with receipts for the Administrative Services team.
* Maintain operation of office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
* Send timely communication to office or appropriate team members regarding administrative updates and helpful information regarding access to the office building during local events that may have an impact.
* Assist with purchasing employee recognition items and initiatives as required.
* Assist with the coordination and execution of company events as required.
Executive Support
* Manage Executive calendars.
* Book travel and hotel rooms for Executives, employees, and interviewees.
* Complete accurate and timely expense reports.
* Assist departments with the coordination and execution of corporate events and meetings.
* Orchestrate philanthropic initiatives within company.
Office Upkeep
* Open and set up office daily.
* Prepare workspaces for new hires by disinfecting and tidying up assigned desks every Friday.
* Take stock of refreshment and supply inventory weekly. Purchase more refreshments and supplies as required, ensuring your presence at time of delivery.
* Maintain full stock of refreshments and supplies in shared spaces; stock floors with snacks and drinks at least 3 times a day.
* Ensure all shared spaces are tidy, and clean surface areas regularly.
* Ensure repairs, re-stock of supply inventory, etc. occur in a timely manner of all floors.
* Clean and organize storage closets.
The responsibilities listed above may not be all inclusive.
What We Require
* Two years of customer service and administrative experience in a professional office environment
* Learns and operates various technologies and software quickly (Microsoft Office Suite, Adobe Acrobat, scheduling and reservation systems, travel booking systems, etc.)
* Strong sense of responsibility and ownership of their position
* Proven ability to maintain confidentiality of information; does not disclose such information to others without permission
* Outstanding time management skills and attention to detail
* Strong written and verbal communication skills
* Anticipates obstacles and is highly resourceful
* Proficiency in Microsoft Excel
* Ability to life ~50lbs
Your Benefits
* Discretionary annual bonus
* Paid Time Off
* Health Insurance
* Dental Insurance
* Vision Insurance
* 401k Matching
* Paid Maternal Leave
* Parental Leave
* Learning reimbursement opportunities
The Scion Group LLC provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, religion, creed, national origin, color, gender, sex, sexual orientation, gender identity or expression, age, physical or mental disability (as long as the employee/applicant is otherwise qualified for the job with or without a reasonable accommodation), genetic information, HIV/AIDS status, marital status, uniformed service, veteran status, pregnancy or other legally protected status or category under federal or state law. The Scion Group LLC complies with applicable state and local laws governing nondiscrimination in employment in all locations in which the Company has properties. This policy applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfers, leaves of absence, compensation, training and other terms and conditions of employment. The Scion Group LLC is committed to the principles of equal employment opportunities.
IND-B / Office Administrator / Office Coordinator / Executive Assistant