Administrative Services Coordinator

3 weeks ago


Chicago, Illinois, United States Guidehouse Full time
About the Role

We are seeking a highly organized and detail-oriented Administrative Services Coordinator to join our team at Guidehouse. As an Administrative Services Coordinator, you will provide dedicated administrative support to multiple client-serving Partners and be the single point of contact for the administrative needs of assigned internal customers.

Key Responsibilities
  • Provide administrative support to Partners and internal customers, including managing calendars, schedules, and prioritizing appointments.
  • Coordinate travel arrangements, maintain travel profiles, and facilitate last-minute itinerary changes.
  • Prepare weekly expense reports, resolve auditor inquiries, and engagement code reclassifications.
  • Draft, edit, and prepare correspondence and presentations, ensuring proper grammar, spelling, formatting, and visual design.
  • Conduct basic information searches and maintain contacts and distribution lists as needed.
  • Assist with promoting the required use of Guidehouse AgilQuest Forum Hotel tool and the clean desk policy within the local office.
  • Monitor AgilQuest usage daily for reservations, check-in process, and meeting room reservation process.
  • Communicate office policy and procedure to all employees in the office and escalate local office issues to Manager for resolution.
  • Maintain local office equipment and assist with production requests, supply orders, and office inventory as needed.
  • Coordinate special events and leadership team meetings, including catering, room setup, and other logistical arrangements.
  • Execute special projects at the discretion of Manager and/or Partner, including support of client engagements.
Requirements
  • High school diploma required; Associate's/Bachelor's degree in a related discipline preferred.
  • Five (5) + years of administrative support experience.
  • Highly proficient in Outlook, Word, Excel, and PowerPoint with ability to learn new software systems when necessary.
  • Ability to establish and maintain strong working relationships, including clients/stakeholders.
  • Effective interpersonal and communication skills (verbal and written); able to interface with personnel at all levels.
  • Demonstrate proactive approaches to problem-solving with strong decision-making capability and use of good judgment.
  • Demonstrate ability to achieve high performance goals and meet deadlines in a fast-paced environment with competing demands.
  • Proven ability to act with discretion and maintain complete confidentiality.
  • Clear fit with (and champion of) firm culture and values.
  • Must have strong work values, and be dependable, honest, and self-confident with a positive attitude.
  • Strong sense of initiative and ability to work with urgency.
  • Polished and professional demeanor in dealing with all situations.
  • Ability to deal with ambiguity and reprioritize tasks in response to unexpected changes in priorities/requests.
  • Willingness and ability to work the hours necessary to complete assigned work.
  • Given the hands-on nature of this position, regular, on-time, in-office attendance is critical.
What We Offer

Guidehouse offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.

Benefits include:

  • Medical, Rx, Dental & Vision Insurance
  • Personal and Family Sick Time & Company Paid Holidays
  • Position may be eligible for a discretionary variable incentive bonus
  • Parental Leave and Adoption Assistance
  • 401(k) Retirement Plan
  • Basic Life & Supplemental Life
  • Health Savings Account, Dental/Vision & Dependent Care Flexible Spending Accounts
  • Short-Term & Long-Term Disability
  • Student Loan PayDown
  • Tuition Reimbursement, Personal Development & Learning Opportunities
  • Skills Development & Certifications
  • Employee Referral Program
  • Corporate Sponsored Events & Community Outreach
  • Emergency Back-Up Childcare Program
  • Mobility Stipend


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