Office Coordinator & Administrative Assistant

Job Title

Office Coordinator & Administrative Assistant

Job Description

Classification: Full Time, Non-Exempt
Location: Chicago

About the Family Office

The Founder is a member of the Walton family. He and his wife are active philanthropists and investors who are committed to positively impacting the environment and society. The believe in investing with purpose, with the goal of improving quality of life while protecting the health of the planet. The Family Office that supports their philanthropic work and investing is based out of Chicago. It includes four teams: a philanthropy team that manages the Foundation and coordinates philanthropic efforts; a food and agriculture venture capital team focused on sustainability; an investment management team; and an operations team that provides general management as well as strategic and administrative support. The Founder serves as the CEO of the overall enterprise. The Family Office relies upon many shared services provided by Walton Enterprises, Inc. (WEI), with locations in Bentonville, AR, Denver, CO and Washington, DC. WEI serves the needs of the broader Walton family and includes dedicated staff for the Founders. There is substantial collaboration between the dedicated Family Office in Chicago and WEI.

Position Summary

The Family Office is seeking a highly effective and collaborative professional to serve as a full-time Office Coordinator & Administrative Assistant. This position will be in a receptionist setting and will be responsible for receiving Family Office guests, supporting office management activities and providing administrative support to the President of the Foundation. The administrative responsibilities include written and verbal correspondence, meeting and calendar management, coordination and arrangement of travel schedules, monthly time and expense reporting, screening requests and inbound inquires, and managing special requests.

This position offers competitive compensation based on qualifications, comprehensive benefits, paid holidays and PTO. The position will report to the President of the Foundation and be a part of the Philanthropy Team. As a member of the administrative staff of the Family Office, this position will also have a dotted line into the COO and will meet from time to time with the Operations team to coordinate cross-office initiatives as needed. This position has no supervisory responsibilities. This is a unique and exciting opportunity to be part of a rapidly growing organization that seeks to have a lasting, positive impact on the world.

Key Responsibilities

1. Office Coordination & Reception

• Serve as point person for Family Office reception. Greet, register and situate visitors, and notify other Family Office associates as their guests arrive.
• Establish and maintain a relationship with building security. Field phone calls from building security regarding unregistered guests, confirm unregistered visitors with designated employee.
• Manage visitor badges and hand out to and retrieve from guests
• Notify building security and Family Office team members of any security threats or emergencies and help activate any necessary protocols to mitigate risks.
• Help manage conference room calendars and resolve scheduling conflicts.
• Ensure that conference rooms are stocked with appropriate supplies.
• Maintain kitchen and office snack supply, order groceries as necessary.
• Help set up catered meals in common areas for office wide events.
• Do a sweep of meeting rooms and common areas after guests leave and clean/reorganize (i.e. catering, mugs/cups, etc.)
• Sort and distribute mail & deliveries
• Manage highly confidential and sensitive information with the utmost discretion

2. Meeting and Calendar Management for the President of the Philanthropy Team

• Meet regularly with the President of the Foundation to review and prioritize future commitments and develop guiding principles for prioritization of meetings and time commitments

• Coordinate calendars, schedule meetings, book conference rooms, and resolve calendar conflicts proactively on behalf of the President of the Foundation
• Participate in Philanthropy Team meetings, as requested. Help plan and execute logistics for Philanthropy Team meetings, as requested.
• Coordinate candidate interviews for the Philanthropy team
• Coordinate and manage the logistics for Philanthropy meetings and events
• Communicate meeting agendas and respond to calendar changes as needed
• Draft, type, and proof letters, memos, documents, presentations, and reports
• Maintain up-to-date paper and electronic files for the President of the Foundation

3. Travel Management for the President of the Foundation

• Coordinate travel arrangements including air, hotel, ground transportation and meal reservations
• Compile and submit accurate and complete travel and expense reimbursement reports on a timely basis

4. Other

• Provide backup support for other administrative professionals in the office when they are out on PTO
• Lead special projects as assigned by the President of the Philanthropy Team or the Family Office COO

Personal Characteristics

Success in this position requires a passion for operating in a support and service-oriented role, along with a commitment to high quality work, strong organizational skills, keen attention to detail, tact, diplomacy, teamwork and relationship building, as well as the ability to protect highly confidential information. The successful Office Coordinator & Administrative Assistant is someone who treats others with respect and dignity, regardless of position, while also resolving issues and conflicts with composure in ways that preserve and strengthen key relationships. The Office Coordinator & Administrative Assistant must be able to effectively manage stressful situations while maintaining a positive mindset. This position requires a high degree of friendliness, natural sociability, poise and an engaging interpersonal style. The job necessitates interaction with others with an emphasis on adapting to the needs and styles of others. The job requires the ability to listen and understand situations from another person’s perspective. This Office Coordinator & Administrative Assistant should feel comfortable and thrive working in both an independent and team setting. This individual should be a key contributor to a positive and highly collaborative Family Office culture.

Work Environment/Physical Demands

This job operates in a clerical office setting. Must be able to routinely use standard office equipment such as computers, phones, photocopiers, filing cabinets and scanners and work for extended periods of time in front of a computer screen. While this position is often working at a reception desk and in conference rooms, some walking, bending, stooping, and light lifting.

Position Type/Expected Hours of Work

This is a full-time, non-exempt position. Regular days and hours of work are Monday through Friday, 9:00 AM to 5:00 PM. Early morning, evening and weekend availability may be required on occasion.

Other Duties

Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the associate in this position. Duties, responsibilities and activities may change at any time with or without notice.

Basic Qualifications

• Bachelor’s Degree
• At least 3-4 years of administrative experience in a fast-paced environment
• Willingness to serve in an office receptions capacity in addition to core administrative assistant responsibilities
• Outstanding written and verbal communication skills
• The ability to work both independently and as an integral member of various teams
• Strong organizational skills and detail-orientation
• Ability to meet deadlines, prioritize assignments, and juggle multiple tasks simultaneously
• Capable of managing and protecting confidential information. Willingness to sign and adhere to a confidentiality agreement.
• Comprehensive knowledge of computer software applications such as Microsoft Office, Word, Excel, and PowerPoint. Ability to quickly learn and become proficient at other administrative software programs, such as Workday, Concur, Salesforce, Box, Diligent, and GoToAlly.