Office & Administrative Coordinator

Lindt & Sprüngli (Canada), Inc•Kansas City, MO

1d•Hybrid

About The Position

The Office & Administrative Coordinator provides high-level administrative and operational support to the CEO and Leadership Team while helping keep the office running smoothly and efficiently. This role requires strong organizational skills, discretion, sound judgment, and a proactive, service-oriented mindset. This position also supports the HR and Procurement teams with administrative tasks such as interview scheduling, candidate coordination, basic reporting, and contract and vendor related support.

Requirements

Minimum of 2 years of administrative experience
Proficiency with Microsoft Office Suite (Outlook, PowerPoint, Excel, Word)
Strong organizational skills and attention to detail
Excellent written and verbal communication skills
Highly professional, positive, and service-oriented demeanor
Ability to manage multiple priorities and adapt to changing needs
Strong interpersonal skills with the ability to build relationships across teams
Ability to handle confidential information with discretion

Nice To Haves

Associate’s or bachelor’s degree is preferred but not required

Responsibilities

Manage calendars for the CEO and Leadership Team, prioritize meeting requests, and proactively resolve scheduling conflicts
Coordinate travel, meetings, conferences, and related logistics
Partner closely with the CEO and Leadership Team to keep them informed of upcoming commitments and follow up as needed
Record, distribute, and maintain meeting minutes for Leadership Team meetings
Reconcile and submit expense reports
Manage front desk responsibilities, including answering phone calls and greeting visitors
Coordinate on-site and off-site events for groups of varying sizes (i.e., leadership meetings, employee events, town halls, etc.)
Handle incoming and outgoing mail, shipments, and deliveries
Work with building management to address maintenance, access, and general office needs
Maintain shared spaces, including conference rooms, to ensure they are organized, functional, and ready for use
Order and maintain office and kitchen supplies
Serve as the main point of contact for office-related needs, including vendors, supplies, and facility coordination
Support the HR team with day-to-day administrative tasks and coordination
Schedule interviews and coordinate candidate logistics
Pull and compile basic HR reports as needed
Assist with HR processes and documentation, maintaining accuracy and confidentiality
Assist with contract and vendor administration tasks as needed