Operations Coordinator - CTO Support

Sargent & Lundy•Chicago, IL

10d•Hybrid

About The Position

This position allows for a hybrid work schedule with a mix of work spent in office (3) and working remote from home (2). The Operations Coordinator will provide broad organizational and administrative support to the Chief Technology Officer (CTO) organization, with a primary focus on manager support, onsite operations, and team logistics. This role is critical to ensure the team’s work environment, processes, and events run smoothly, including ownership of catering for meetings, new-hire onboarding logistics, seating coordination, and team event support. This position is ideal for someone who is highly organized, detail‑oriented, proactive, and comfortable coordinating across multiple stakeholders and functions such as HR, Facilities, IT, and Finance.

Requirements

Three years of experience in an administrative, office coordination, and/or operations support role.
Strong organizational skills with the ability to manage multiple tasks, requests, and deadlines simultaneously.
Demonstrated experience coordinating logistics for meetings or events (e.g., room reservations, catering, supplies, attendee communication).
Proficiency with productivity tools (e.g., Microsoft Outlook, Teams, Excel, Word, SharePoint or similar).
Strong attention to detail and a high standard for accuracy in schedules, seating maps, and documentation.
Excellent written and verbal communication skills, with a customer service focus.
Ability to maintain confidentiality and handle sensitive information with discretion.

Nice To Haves

Experience supporting technology, IT, or corporate functions with distributed and hybrid teams.
Experience coordinating with HR, facilities, IT, and finance to execute cross-functional processes (e.g., onboarding, moves, events).
Familiarity with desk reservation or space management tools is a plus.
Experience working in a professional services, engineering, or consulting environment.

Responsibilities

Provide administrative support to managers within the CTO organization, including scheduling meetings, team check-ins, and group sessions.
Assist managers with routine operational tasks such as updating shared team calendars, tracking approvals, and maintaining shared mailboxes or queues.
Prepare basic team communications and templates (e.g., agendas, recurring status updates, standard notices) ensuring consistency in format and distribution.
Support coordination of CTO team all‑hands, town halls, training sessions, and other meetings, in partnership with the executive admin and managers.
Maintain basic operational controls for events and catering, including a simple catalog of preferred vendors and menus, tracking invoices and expenses in alignment with guidelines.
Coordinate onboarding logistics for CTO new hires, including start date confirmation, desk assignment, hardware and software requests, welcome material, day-one instructions, and introductory meetings requested by managers.
Coordinate offboarding logistics with the End User Compute team by owning the device and peripherals reclaim process, ensuring timely asset return, and promptly escalating exceptions to management.
Manage seating and floor design for the CTO area, including maintaining an accurate seating map, coordinating moves and layout changes with facilities and IT, and serve as the primary contact for desk-related questions and issues.
Plan and support CTO team events and activities, such as department meetings, learning sessions, recognition events, and social activities, including venue reservations, invites and RSVPs, logistics, event communication, and maintaining small inventory of event supplies.
Maintain core operational processes and documentation by updating shared team resources (shared mailboxes, distribution lists, and “how-to” guides).
Track and summarize small operational budgets relevant to this role.
Coordinate facilities and office technology maintenance, including vendor contracts and preventative maintenance for computer room infrastructure (HVAC, UPS, fire protection), and office technology repair by scheduling vendors, escorting and overseeing contractors onsite, and ensuring work is aligned with IT team requirements.