Administrative Skills, Banking Regulations, Calendar Management, Communication Skills, Customer Support/Service, Detail Oriented, Expense Reports, Facilities Management, Facilities and Maintenance, Interpersonal Skills, Investment Services, Legal, Logistics Management, Mail Processing, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Office Management, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Professional Services, Project/Program Management, Reporting Skills, Time Management, Writing Skills
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Vista Equity Partners
Office Services Coordinator
Level
Full Time
Location
Chicago, Illinois, US
Function
Administration
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Summary
The Office Services Coordinator will be responsible for providing day-to-day support to the office, including, but not limited to the maintenance of all common areas and equipment, mail distribution, back up Reception coverage, and working closely with the Office Manager to oversee facility operations and maintenance of the office space. This role is also responsible for providing administrative support to Analysts and Associates through travel, expenses, and light calendar management.
This position requires an individual who is highly organized, able to juggle multiple tasks simultaneously and does not get easily overwhelmed. We are seeking a team member with a strong customer support skillset who believes "no task is too small." The Office Services Coordinator is a visible role, which requires someone to be in office five days a week and comfortable interfacing with all levels of internal management and staff as well as outside clients and vendors.
This role is based in Chicago, IL and is for an immediate start. This role requires 5 days onsite.
Responsibilities
- Manage and coordinate logistics for meetings, events, and travel for executives supported and when necessary, members of their team in the office setting
- Ensure supported executives are prepared with all materials and information for meeting, events, and travel by compiling reports and/or presentations
- Generate reports in Excel and PowerPoint
- Prepare expense reports utilizing Concur
- Booking travel and calendar management using Outlook
Qualifications
- 3+ years administrative support experience within a fast-paced professional environment - private equity, investment banking, law firm or professional services experience a plus
- Proactive and pragmatic, considers all scenarios, gathers all pertinent information before communicating
- Strong attention to detail, follow-up and excellent organizational skills
- Ability to treat sensitive and confidential information with appropriate discretion
- Strong sense of urgency, adaptability, flexibility and resourcefulness
- Ability to function professionally under pressure, while managing multiple concurrent projects and deadlines
- Proficiency in Microsoft Office, including Outlook, Word, and Excel; PowerPoint a plus
- Must possess personal tact and good judgment; excellent interpersonal, written and verbal communication skills
- Occasional after-hours work may be required
- Bachelor's degree preferred
The annualized base pay range for this role is expected to be between $65,000-70,000. Actual base pay could vary based on factors including but not limited to experience, subject matter expertise and the applicants skill set. The base pay is just one component of the total compensation package for employees. Other rewards may include an annual cash bonus and a comprehensive benefits package.
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Vista Equity Partners Management LLC