Administrative Services Coordinator

11 hours ago

Chicago, Illinois, United States Guidehouse Full time
Job Summary

We are seeking an experienced Administrative Services Coordinator to provide dedicated administrative support to multiple client-serving Partners. The successful candidate will have a combination of technical and interpersonal skills, with the ability to establish and maintain strong working relationships with clients and stakeholders.

The Administrative Services Coordinator will be responsible for providing services in a manner that demonstrates the highest levels of quality, accountability, and teamwork. This includes:

  • Effective use of the firm's core technology applications, as well as develop/demonstrate solid knowledge of firm-wide and practice-specific tools, processes, and databases.
  • Managing calendars, schedules, and prioritizing appointments, ensuring meetings, deadlines, presentations, and other duties are carried out seamlessly.
  • Coordination of travel arrangements, maintain travel profiles, facilitates last-minute itinerary changes, mapping, or providing direction, support in handling passport and visa issues.
  • Preparation of weekly expense reports as required; follows policies and procedures, resolves auditor inquiries, and engagement code reclassifications.
  • Drafting, editing, and preparing correspondence/presentations, ensuring proper grammar, spelling, formatting/visual design.
  • Conducting basic information searches (e.g., via internet, internal sites, etc.) and maintains contacts and distribution lists (as needed).
  • Assisting with promoting the required use of Guidehouse AgilQuest Forum Hotel tool and the clean desk policy within the local office.
  • Assisting with monitoring AgilQuest usage daily for reservations, check-in process, and meeting room reservation process.
  • Ability to communicate office policy and procedure to all employees in the office. Escalates local office issues to Manager to provide resolution on complex issues.
  • Assisting with maintenance of local office equipment, as needed.
  • Assisting with production requests, e.g., printing, binding, scanning, shipping, etc.
  • Assisting with supply orders and maintaining office inventory, as needed.
  • Coordinating special events and leadership team meetings, including catering, room set-up, etc.
  • Executes special projects at the discretion of Manager and/or Partner, including the 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 the 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.
  • Will embrace our customer-focused, action-oriented, results-driven culture.
  • 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

  • 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.

About Guidehouse

Guidehouse is an Equal Employment Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, citizenship status, military status, protected veteran status, religion, creed, physical or mental disability, medical condition, marital status, sex, sexual orientation, gender, gender identity or expression, age, genetic information, or any other basis protected by law, ordinance, or regulation.

Guidehouse will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance including the Fair Chance Ordinance of Los Angeles and San Francisco.

If you have visited our website for information about employment opportunities, or to apply for a position, and you require an accommodation, please contact Guidehouse Recruiting at or via email at . All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.

Guidehouse does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Guidehouse and Guidehouse will not be obligated to pay a placement fee.

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