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Office Coordinator

3 months ago

Chicago, United States The Obama Foundation Full time

**About the Obama Foundation**:
At the Obama Foundation, we are guided by a core belief: that ordinary people working together can change history. Our mission is to **inspire** those people to take action, **empower** them to change their world for the better, and **connect** them so they can achieve more together than they can alone.

We were founded by community organizers, so when we seek change, we do it by bringing people together.

That approach begins at home, on the South Side of Chicago, where we are building the Obama Presidential Center. The Center represents a historic opportunity for Chicago: a chance to build a world-class museum and public gathering space that celebrates our nation's first African American President and First Lady, steps away from where he began his career, where she was raised, and where—together—they made their home.

But that approach extends to all our work, whether it's holding leadership training sessions in communities throughout the U.S., bringing local leaders together in countries around the world, working to support the global education of girls, or ensuring young men of color have pathways to opportunity.

As President Obama has said, "we cannot solve the challenges of our time unless we solve them together." So join us.

**Location**:
Chicago, In-Office

**Purpose of the Role**

The Obama Foundation's Workplace Services team oversees our physical office locations and provides support to our remote staff members. Reporting to the Manager of Workplace Services and working closely with the Chicago Office Manager, this role will provide administrative support to the Workplace Services team and will be a key point of contact for in-office requests. This role will be responsible for maintaining an organized and professional office experience, ensuring office safety procedures are followed, equipping staff with what they need to execute projects successfully, and providing a welcoming and positive experience while in our Chicago office

**Core Job Responsibilities**
- Administrative Support
- Assist with the planning of our monthly team calls.
- Draft and post weekly team highlights to Slack
- Coordinate meeting room requests and oversee conference room set-ups.
- Support the team with office projects and events.
- Office Support
- Oversee office and pantry supply procurement, tracking, and stocking.
- Assist Office Manager with vendor scheduling and management.
- Ensure the office is well organized, fully stocked, and free of clutter.
- Organize and distribute Foundation mail and packages.
- Create and supply office badges to staff and visitors
- Work with building security to ensure that all guests are checked into our guest registration system and staff are promptly notified upon their arrival.
- Staff Support
- Act as a primary point of contact for Chicago staff questions and concerns.
- Manage Freshdesk, the Foundation's customer support ticketing system.
- Ensure that all customer support tickets are properly routed and responded to within 24 hours.
- Draft and send staff communications regarding office updates.
- Perform other duties as assigned

**Key Deliverables / Outcomes**
- Complete all administrative support work/projects on time and with exceptional attention to detail.
- Pantry items and office supplies are easily accessible, well stocked, and ordered in a timely manner.
- Conference rooms are set-up with necessary supplies and staff feel that they have an efficient and accommodating work environment.
- Office is well organized and clear of clutter.
- Foundation staff and visitors have a positive workplace experience.
- Office Coordinator is trained in Foundation security protocols and support is provided to the Chicago Office Manager in the event of an emergency.
- Support tickets are answered and/or routed in a timely manner.

**Required Qualifications**
- 1 - 3 years of experience within reception, office management, hospitality, or customer service roles
- Physical ability to lift large packages and office materials
- Proactive, flexible, and resourceful work ethos; ability to anticipate needs, take initiative, and remain calm and effective under pressure
- Strong written and verbal communication skills
- Excellent organizational skills; demonstrated ability to prioritize, multi-task, and follow through on short
- and long-term assignments
- Communicates proactively and collaborates effectively with others to achieve objectives and meet deadlines.
- Strong prioritization skills to effectively juggle short-term and long-term tasks and responsibilities in an entrepreneurial, fast-paced environment.
- Experience with Slack, GSuite, customer support ticketing systems, and travel management systems are a plus.

The salary range for this role is between $51,965 and $64,980.

In the interest of employee health and safety during the pendency of the COVID-19 global pandemic, the Obama Foundation is requiring that all prospective employees present proof th