Office Coordinator

Are you looking to join an organization that is growing and dynamic? What about a high-energy, collaborative environment that rewards hard work? J.S. Held is a global consulting firm that combines technical, scientific, financial, and strategic expertise to advise clients seeking to realize value and mitigate risk. Our professionals serve as trusted advisors to organizations facing high stakes matters demanding urgent attention, staunch integrity, proven experience, clear-cut analysis, and an understanding of both tangible and intangible assets. The firm provides a comprehensive suite of services, products, and data that enable clients to navigate complex, contentious, and often catastrophic situations. 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. #LI-PF1 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 provid