Office Coordinator

Overview

We seek a detail-oriented, organized, resourceful, and customer-focused individual with experience in office management, workplace services, executive administrative support, and/or project management. A vital member of the Operations team, the Office Manager and Special Assistant will support the client s hybrid workplace strategy, which includes a mix of staff working in offices and from home.

In this role, you will foster a welcoming and efficient work environment by managing the day-to-day operations of the office. You will provide administrative support to executive leadership, for example, the firm s Chief People Officer. You will also help colleagues live company values through engagement activities you design and implement. This position is an excellent opportunity for someone interested in learning more about operations and the social enterprise sector.

• Office and Facilities Management (50%)
• Serve as front desk receptionist and office manager by welcoming guests, directing phone calls, receiving and distributing mail, maintaining security system and protocols, and answering staff questions regarding office processes and facilities policies
• Coordinate use of facilities to support operations in a hybrid work environment by maintaining flexible space and seating and assisting staff who work both from the office and from home
• Oversee procurement of office supplies and lead the selection and supervision of vendors for facilities maintenance
• Liaise with building management and external vendors to address facilities projects and issues
• Assist with coordination and logistics for client meetings, executive events, firm leadership meetings, and firm-wide meetings and retreats as necessary

• Firm Culture (20%)
• Plan and execute social events, team-building activities, and firmwide culture events throughout the year, leading budget management and vendor selection and coordination
• Manage calendar for internal events and staff recognition days

• Executive Support (20%)
• Provide comprehensive administrative support to the Executive team
• Act as a liaison and manage communication between the executives and other stakeholders; act as an extension to the executive team when needed
• Handle requests for meetings, appointments, and scheduling
• Manage complex calendars while coordinating travel arrangements and arranging out-of-town meetings for various purposes
• Compile and process expense reports, reimbursements, and timesheets
• Manage logistics for internal and external meetings/events
• Collaborate with other members of the Operations team and Executive Operations to plan and execute firm-wide events and activities

• Special Initiatives (10%)
• Contribute to and lead components of firm-wide Operations team projects
• Manage additional projects as assigned

• 2-4 years of professional experience
• Ability to work onsite from Durham office
• Outstanding organizational skills and strong attention to detail
• Exceptional interpersonal skills such as tact and diplomacy; ability to proactively and independently address routine service matters, to suggest effective solutions when elevating challenges or concerns, and to understand how the team can operate to maintain high-quality service
• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint, and comfort with technology
• The ability to communicate clearly, concisely, and professionally verbally and in writing, including the ability to adapt style, tone, and content to various audiences; and to collaborate with others to produce strong written deliverables
• Ability to manage multiple projects simultaneously in a fast-paced environment and understand how those projects impact the office, team, and/or firm s objectives
• The ability to understand stakeholders  perspectives and circumstances, and to build and manage strong relationships that reflect that understanding
• The ability to work cooperatively and inclusively with others to achieve shared goals, including knowing when and how to compromise, being willing to proactively help colleagues, and sharing knowledge in various mediums
• An enthusiasm for taking on stretch and development opportunities, including the ability to…