Office Assistant

Global Marketing Firm is looking for an Office Assistant/Receptionist for their West Loop office. The role is responsible for the smooth and efficient running of the front desk and office services. The hours would be 35-40 hours per week depending on business need M-F 8am-4pm. They recently moved into a bigger office space and this location is where the executive team is located. This Is a temporary position for 3+ months with potential for extension.

General Office Administration

• Expected 35-40hrs/week, 8am-4pm, flex hours possibly needed
• Role is the phone receptionist for the main phone line of the organization. Telephone reception is pleasant and professional; inquiries are transferred to correct parties across the organization; incoming calls are directed; messages are taken and forwarded promptly. Cell phone use required for digital phone service
• Daily office management including restocking all fridges & hospitality stock, running and emptying dishwashers, opening blinds, making coffee, monitoring shared equipment, keeping lobby tidy, etc.
• Mail flow in and out of the office is coordinated and parcels are prepared for and received from courier service including FedEx, UPS, and messengers, ensuring project numbers are recorded when appropriate
• Receive and manage incoming freight shipments of supplies, project samples, equipment and materials.
• Incoming mail is checked and distributed to appropriate departments and individuals
• Oversight of studio inventory & supplies and re-orders to ensure proper levels of office, shipping, and kitchen supplies
• Organize and oversee vendor deliveries, ongoing service calls, or maintenance work
• Maintain & manage meeting rooms, including scheduling & management of rooms' internal calendars
• Liaising with IT and maintenance vendor for AV capabilities throughout office conference rooms, supporting visitors with built in AV as needed

Event & Visitor Coordination

• Sits within the floor lobby. Office reception, including greeting clients and visitors, occurs in a warm and personable manner. Visitors are checked in, individuals are alerted that their guest has arrived, and other actions are taken as required ie: coat is taken, and a beverage is offered if appropriate
• Manage and coordinate visitor list with local teams and building front desk. Share out visitor policies accordingly
• Set up office meeting spaces for clients, visitors, or ideation meetings, flex hours may be required.
• Assist in order and coordination of food and beverage purchases and catering orders as required, paying close attention to execution and presentation
• Close coordination with executive assistant team and Design operations to support meetings taking place in-office
• Assist in planning in-house, remote, or off-site employee social and business events as needed or directed

Requirements:

• Bachelor's degree preferred
• Minimum 2 years direct work experience preferred
• Computer literacy required, including competency with MS Office suite
• Administrative writing skills, scheduling, organization, time management, travel logistics, verbal communications important
• Ability to prioritize and perform multiple tasks in time critical situations
• Ability to remain calm and professional while carrying out several tasks at the same time
• Excellent written and verbal communication skills, including listening skills
• Ability to be discreet and maintain confidentiality
• Ability to work effectively with all levels within the organization, including Executive level
• Ability to manage up and seek assistance when appropriate
• Highly self-motivated, resourceful and detail-oriented
• Ability to work both independently and in a team environment
• Understanding of the creative process

Physical Demands:

• Physical demands required of this position may include extensive computer and telephone usage
• Position may require lifting or carrying up to 40 lbs
• The position may also require extended periods of sitting and walking

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Hunter Hamilton is committed to providing equal employment opportunity for all persons regardless of race, color, religion (including religious dress and grooming practices), sex, sexual orientation, gender, gender identity, gender expression, age, marital status, national origin, ancestry, citizenship status, pregnancy, medical condition, genetic information, mental and physical disability, political affiliation, union membership, status as a parent, military or veteran status or other non-merit based factors. We will provide reasonable accommodations throughout the application, interviewing and employment process. If you require a reasonable accommodation, contact your local branch. Hunter Hamilton is an E-Verify employer. This policy is applicable to all phases of the employment relationship, including hiring, transfers, promotions, training, terminations, working conditions, compensation, benefits, and other terms and conditions of employment.

All employees are directed to familiarize themselves with this policy and to act in accordance with it. All decisions with respect to employment matters and other phases of employer-temporary employee relationships will be in keeping with this policy and in accordance with all applicable laws and regulations.