Office Coordinator Team Lead

The Corporate Support Team Lead is a critical operational role responsible for managing and developing the companys administrative assistant team overseeing daytoday office operations and driving consistency in administrative support across all locations. This role ensures highquality administrative coverage for senior leaders standardizes practices across offices manages select vendor relationships and is regularly called upon to contribute to or lead crossfunctional special projects. The ideal candidate is proactive peoplefocused operationally savvy and able to flex between leadership handson support and project execution. 

Success in this role requires familiarity with corporate support projects a strong administrative background and experience with project management tools. The ideal candidate will be driven proactive and able to create structure and standardize processes in a dynamic environment. They must be detailoriented capable of maintaining project schedules driving deliverables and holding team members accountable. Proficiency in learning new systems like Loop Microsoft Office/Lists and Power BI is essential. 

Job Responsibilities:

Administrative Team Leadership and Development 

• Supervise mentor and coordinate the activities of administrative assistants across the organization 

• Ensure consistent and highquality administrative support for senior leaders and key functions 

• Evaluate workloads and reassign coverage to ensure efficient support distribution and responsiveness 

• Lead onboarding and training for new administrative assistants and implement development plans to build capabilities 

• Conduct regular team meetings facilitate knowledgesharing and foster a collaborative support community 

• Provide performance coaching and feedback in partnership with HR and business leadership 

• Serve as the primary escalation point for adminrelated challenges or performance concerns 

Office Management and Operational Oversight 

• Partner with administrative and operational staff to manage space planning office supplies equipment needs and facilities coordination 

• Manage relationships with officerelated vendors including supply companies office equipment providers and facility services 

• Develop and implement office procedures and workplace standards to ensure smooth daily functioning and alignment with company policies 

• Coordinate logistics for inperson events meetings or trainings hosted in company offices 

• Serve as the liaison for physical office needs coordinating with IT HR and Finance as needed 

Executive and Senior Leader Support 

• Partner with senior leaders to assess and fulfill administrative support needs across business units 

• Ensure confidentiality discretion and professionalism in all interactions with executive leadership 

• Occasionally provide direct administrative or logistical support for highlevel meetings events or special initiatives 

• Coordinate largescale meetings leadership offsites and internal corporate events 

Standardization and Process Improvement 

• Drive consistency and standardization in administrative practices tools and expectations across offices 

• Create and maintain procedures templates shared resources and internal guidelines for routine support functions 

• Identify process gaps or inefficiencies and lead initiatives to streamline workflows and improve service delivery 

• Support data collection and reporting on admin workload service levels and resource allocation 

Special Projects 

• Serve as a project coordinator or contributor on crossfunctional initiatives including operational improvements policy rollouts new office setup etc.  

• Collaborate with departments such as HR Legal IT and Finance to execute critical timesensitive projects 

• Analyze existing administrative or operational processes and recommend improvements 

• Support internal communications documentation and training related to project implementation 

Qualifications :

Required Qualifications: 

• 3 years of experience in administrative operations or office management roles with at least 2 years in a supervisory or leadership capacity 

• Strong leadership coaching and team development skills 

• Demonstrated success in standardizing processes and supporting multioffice operations 

• Experience supporting or partnering with senior executives and handling confidential matters 

• Excellent interpersonal and written communication skills 

• Proven ability to manage multiple priorities and stakeholders in a fastpaced collaborative environment 

• Proficiency in Microsoft Office Suite (Outlook Word Excel PowerPoint) Microsoft Teams SharePoint and project management tools 

Physical and Mental Job Qualifications

• Must be able to commute and work in person on a hybrid schedule  to our Chicago IL office.

Additional Information :

Some of the Benefits We Have Include

J.S. Held understands all our employees are people and sometimes life needs flexibility. We work to always provide an environment that best supports and suits our teams needs.

• Our flexible work environment allows employees to work remotely when needed
• Generous PTO Policy
• Medical Dental and Vision Insurance
• 401k Match

A reasonable estimate of the salary range for this role is $60000 $65000 per year. Any offered salary range is based on a wide array of factors including but not limited to skillset experience training location scope of role management responsibility etc.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities required of the employee for this job. Duties responsibilities and activities may change at any time with or without notice.

By submitting your application you acknowledge that you have read the J.S. Held Online Privacy Notice and hereby freely and unambiguously give informed consent to the collection processing use and storage of your personal information as required and described therein. California residents can click here to learn more about the personal information we collect and here to learn about additional privacy rights that may be available.

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EEO and Job Accommodations

We embrace diversity and our commitment to building a team and environment that fosters professional and personal enrichment is unwavering. We are greater when we are equal!

J.S. Held is an equal opportunity employer that is committed to hiring a diverse workforce. All qualified applicants will receive consideration for employment without regard to sex gender identity sexual orientation race color religion national origin disability protected Veteran status age or any other characteristic protected by law.

If you are an individual with a disability and would like to request for a reasonable accommodation please email  and include Applicant Accommodation within the subject line with your request and contact information.

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