Executive Services and People Operations Specialist

Campbell & Company•Chicago, IL

7d•$70,000 - $75,000•Hybrid

About The Position

Reporting to the Manager of People & Culture with dotted line relationships to the company’s Officers (the Co-Presidents and Chief Financial & Operations Officer), the Executive Services & People Operations Specialist provides high-level administrative support to senior leadership while serving as a contributor to day-to-day people operations. This hybrid role ensures seamless executive functioning, supports organizational effectiveness, and enhances the employee experience through support of various People & Culture processes, strong relationship-building, and proactive problem-solving. The Specialist also acts as the Chicago office manager, supporting its day-to-day functions and serving as the main point of contact with building management. The Specialist is highly organized, detail oriented and thrives in a mission driven environment, while maintaining a high degree of confidentiality.

Requirements

High school diploma or equivalent
Three to five years experience in an administrative and/or project support role
Proficiency in Microsoft Office and other CRM or database software, such as Salesforce
Excellent interpersonal and communication skills
Resourceful, proactive, and detail-oriented with strong organizational skills
Ability to handle sensitive information professionally with discretion and tact
Ability to work independently and cross-functionally while managing multiple projects and priorities
Strong customer service orientation
Ability to shift priorities quickly based on the needs of the team

Nice To Haves

Experience supporting executives preferred
Prior experience working in Human Resources a plus

Responsibilities

Manage and prioritize the Co-Presidents’ and CFOO’s workflow, including calendar scheduling, meeting preparation, and follow-up actions
Serve as a main point of contact between the Officers and internal/external stakeholders
Assist in preparing materials, agendas, and presentations for Board meetings and firm-wide meetings, ensuring all content is well-organized, accurate, and ready for review by the Officers
Coordinate internal stakeholders, timelines, and deliverables to ensure progress and accountability
Support alignment between departments by helping clarify priorities and next steps
For new clients and projects, set up Teams site and add/update Contact records to Salesforce as needed
Manage and update professional services automation database system (Klient) data, including project timelines, staffing assignments, project pricing, etc.
Schedule interviews for consulting projects as needed
Update client/constituent data (including Opportunity records) in Salesforce and Klient throughout the sales process (from lead to agreement)
Prepare background information on leads and prospects
Generate, proof, and finalize agreements using approved templates
Route any necessary approvals during the sales process
Build strong partnerships with employees to foster trust and accountability and ensure HR needs are met with the highest level of customer service.
Assist in maintaining up-to-date records in the firm’s HRIS
Assist as needed in the design and delivery of professional development programs.
Assist as needed in recruiting and onboarding processes.
Assist as needed in the planning and execution of employee events and recognition programs.
Serve as main point of contact with building management
Coordinate creation of new hire ID badges
Submit and follow up on work orders
Add clients/guests to building security list as requested
Maintain compliance with building security measures and relaying important safety information
Answer and route all calls coming into the main office number.
Perform other light office management duties, including tidying the office space, maintaining supplies, maintaining appliances, distributing mail into appropriate slots, etc.