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:

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.

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.

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.

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.

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.

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…