Department Coordinator

Waterton Search • Chicago, IL

2d • Hybrid

About The Position

This position provides advanced, diversified, and confidential administrative support to the assigned department leaders and often key members of their team as requested. This incumbent is experienced and demonstrates the highest level of professionalism, accomplishments, discretion and skill in organization. The position uses broad and comprehensive knowledge of department operations, policies and procedures in performing a variety of routine and non-routine duties.

Requirements

• Associate’s/bachelor’s degree, or relevant job experience supporting leadership or department head team members
• Minimum of 2+ years of experience in a corporate support role
• Intermediate to advanced proficiency in Microsoft Office Suite, including Outlook (for calendar management/email), Excel (for expense tracking/reporting), and PowerPoint (for presentation creation and editing).
• Recognize and adjust to change; maintain control of overall agenda, but include others in a task-focused manner; create a disciplined process
• Ability to easily manage relationships and build rapport with others and keeping everyone informed and on the same page in a professional manner.
• Have a strong technical orientation, and you are able to communicate precise details.
• Detail oriented and highly accurate.
• Extreme sense of urgency; complete work with accurate detail and in accordance with company standards and policies; motivated by a strong sense of duty and responsibility for completing work quickly and correctly
• Adaptable as situations warrant, and ability to focus on multiple deadlines and change as the demands and fast pace requires

Responsibilities

• Manage dynamic calendars, make travel arrangements, and prepare expense reports.
• Coordinate, implement and/or attend, as directed, all conferences and meetings, including the preparation of agendas, and the creation and distribution of meeting minutes/notes.
• Manage multiple action items or projects concurrently cross departmentally which may include but not be limited to task lists, research, reporting, tracking priorities, and calendars.
• Collaborate with senior management to align projects with the leader’s strategic objectives, identifying key deliverables and milestones.
• Manage related files, databases, organizational charts, and policies.
• Respond to/assist Associates, Tenants or Vendors with questions in a timely, professional manner, establishing good relationships across the Company.
• Assist with event planning and complete special projects as assigned, such as creating and editing presentations, reports, and complex spreadsheets while serving as a strategic thinking, organized multitasker, and trusted to operate with independence, and discretion.
• Perform data querying and analysis on an ad-hoc basis as needed for various projects assigned.
• Perform all reasonable duties as assigned by the Director of Administration, helping out the Administrative Pool as required.
• Provide general office and reception support as required or any other duties as assigned.

Benefits

• Competitive compensation and incentive program participation
• Medical, Dental, Life, Disability, and even pet insurance
• 401k + match
• Generous paid time off, volunteer time off, and paid holidays
• Learning plans that include internal and external trainings
• Consideration for tuition reimbursement
• Employee discounts
• Wellness initiatives, like an onsite gym

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree