Sr. Office Administrator

CannonDesign•Chicago, IL

4d•Hybrid

About The Position

The successful candidate will provide comprehensive administrative and operational support for our Chicago, IL office. Due to the nature of this role, this position will be performed primarily onsite in the office. Must be available to work in the office Monday – Thursday and provide occasional coverage for office events in the evenings and on the weekends, as needed.

Requirements

Minimum of four years of related experience required.
Minimum High School Diploma or GED required.
Excellent verbal and written communication skills.
Strong attention to detail and focus on accuracy with work is a must.
Ability to work in highly collaborative and deadline driven environment.
Positive, can-do attitude and willingness to dive into projects and tasks.
Proficiency in Microsoft Office Suite required.
Ability to lift up to 30 pounds.

Nice To Haves

Associates degree in relevant field preferred.
Experience working in a professional services firm preferred.

Responsibilities

Greet and assist visitors, staff, and vendors with professionalism and warmth, creating a welcoming front-of-house experience.
Serve as the first point of contact by sitting at the front desk or reception area, ensuring a professional and welcoming presence for all who enter the office when required.
Answer incoming phone calls and direct inquiries to the appropriate team members or departments when required.
Work independently with minimal supervision, consistently producing high-quality, detail-oriented results. Manage routine and daily responsibilities independently, ensuring consistency and reliability.
Provide general administrative and operational support to ensure the office runs smoothly and efficiently.
Apply critical thinking to solve problems, anticipate needs, and improve processes.
Deliver results in a timely and effective manner, maintaining a strong focus on quality and accountability.
Exhibit strong organizational skills to manage multiple tasks, deadlines, and priorities.
Provides oversight, planning and support to significant initiatives within the office (such as pipeline activities) or firm (such as managing corporate giving).
May regularly take on support responsibilities within project or construction administration.
Coordinates, budgets for, and executes external and internal office events with a broad scope (beyond physical space and catering).
May manage building-related items such as maintenance requests, safety protocols, etc.
Manage incoming and outgoing mail and packages, including USPS, FedEx, UPS, and courier services.
Train and mentor new receptionist or office staff to ensure consistent front-of-house service.
Support local onboarding efforts for new staff and assist with hospitality services to enhance the employee experience.
Identifies opportunities to improve office operations and workflows.
Represent and enhance the CannonDesign brand through professional or community engagement outside the firm.
Draft communications for office leadership and team members using appropriate software and writing skills tailored to various audiences.
High level of proficiency in required computer software programs. May assist office leadership and team members in PowerPoint presentations for various audiences.
Collaborate with team members and contribute to a supportive, firm-first office culture.
Manages confidential information with discretion.
Ensure compliance with record retention policy standards.
Other duties as assigned; office or business unit size may be considered when evaluating the business need for this role.