Office Coordinator

At The Obama Foundation, our mission is to inspire, empower, and connect people to change their world. We seek to build an active democratic culture where people are equipped and motivated to make change in the communities where they live, work, and play. Right here on the South Side of Chicago, we’re building a home for this vision, a global center for change with a range of opportunities - coordinated programming, community outreach events, educational moments, and more - that invite visitors from down the block or across the globe to turn hope into action.

Achieving our ambitious goals starts with an exceptional team built on our Hope to Action Values - Courage, Empathy, Integrity, Accountability, Community, Inclusivity, Pragmatism, Resilience, Imagination, and Hope. A Framework that anyone, anywhere, can use to build trust, activate participation, and expand opportunity in their community.

Purpose of the Role

The Obama Foundation’s Workplace Services team oversees our physical office locations and provides support to our remote staff members. Reporting to the Operations Manager and working closely with the Chicago Operations Associate, this role will provide administrative support to the Workplace Services team and will be a key point of contact for in-office requests. This role will be responsible for maintaining an organized and professional office experience, ensuring office safety procedures are followed, equipping staff with what they need to execute projects successfully, and providing a welcoming and positive experience while in our Chicago office.

Core Job Responsibilities

Administrative Support

• Assist with the planning of our monthly team calls.
• Draft and post weekly team highlights to Slack
• Coordinate meeting room requests and oversee conference room set-ups.
• Support the team with office projects and events.

Office Support

• Oversee office and pantry supply procurement, tracking, and stocking.
• Assist Office Manager with vendor scheduling and management.
• Ensure the office is well organized, fully stocked, and free of clutter.
• Organize and distribute Foundation mail and packages.
• Create and supply office badges to staff and visitors
• Work with building security to ensure that all guests are checked into our guest registration system and staff are promptly notified upon their arrival.

Staff Support

• Act as a primary point of contact for Chicago staff questions and concerns.
• Manage support requests that are submitted in person, via message, or via CMMS.
• Ensure that all customer support requests are properly routed and responded to within 24 hours.
• Draft and send staff communications regarding office updates.
• Perform other duties as assigned
  
  

Key Deliverables / Outcomes

• Complete all administrative support work/projects on time and with exceptional attention to detail.
• Pantry items and office supplies are easily accessible, well stocked, and ordered in a timely manner.
• Conference rooms are set-up with necessary supplies and staff feel that they have an efficient and accommodating work environment.
• Ensure the Office is well organized and clear of clutter.
• Foundation staff and visitors have a positive workplace experience.
• Office Coordinator is trained in Foundation security protocols and support is provided to the Chicago Office Manager in the event of an emergency.
• Support tickets are answered and/or routed in a timely manner.
  
  

Required Qualifications

• 1 - 3 years of experience within reception, office management, hospitality, or customer service roles
• Ability to lift large packages and office materials
• Proactive, flexible, and resourceful work ethos; ability to anticipate needs, take initiative, and remain calm and effective under pressure
• Strong written and verbal communication skills
• Excellent organizational skills; demonstrated ability to prioritize, multi-task, and follow through on short- and long-term assignments
• Communicates proactively and collaborates effectively with others to achieve objectives and meet deadlines.
• Strong prioritization skills to effectively juggle short-term and long-term tasks and responsibilities in an entrepreneurial, fast-paced environment.
• Experience with Slack, GSuite, customer support ticketing systems, and travel management systems are a plus.
  
  

The salary range for this role is between $51,965 and $64,980.

Don’t check off every box in the requirements listed above? Please apply anyway! If you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to still consider submitting an application. You may be just the right candidate for this role or another one of our openings!

Equal Opportunity Employer

The Foundation is committed to creating a diverse work environment and is proud to be an equal opportunity employer. The Foundation does not discriminate on the basis of race, color, national origin, sex, gender identity, religion, sexual orientation, age, disability, parental status, veteran status, or any other protected status under applicable laws. We encourage individuals of all backgrounds to apply. If you are a qualified candidate with a disability, please e-mail us at careers@obama.org if you require a reasonable accommodation to complete this application.