Office Services Assistant
Office Services Assistant
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Job Description
Status: Full-time hourly
Schedule: M-F 8.30am 4.30pm including occasional evening and weekends
Direct reports: None
Location: Chicago IL USA (in office at our Chicago headquarters)
About Us
IES Global headquartered in Chicago is a not-for-profit study abroad and internship provider dedicated to transforming the lives of nearly 10000 students annually through unparalleled study abroad experiences. We offer 400 programs in 85 locations worldwide partnering with 500 colleges and universities to create authentic educational experiences that exceed expectations.
IES Global comprises a collective of brands including IES Abroad IES Internships IES Customized & Faculty-Led Programs and the Study Abroad Foundation (SAF). We champion meaningful academic and cultural education integrate perspectives prioritize student health and safety and strive to better the world through our Global Good Commitment.
For 75 years we have been a trusted leader in global education. We are committed to expanding access to study abroad fostering a sense of belonging for everyone at IES Global and building cultural competence among our students partners and staff worldwide.
When all people feel included and valued in the workplace our work environment is enhanced and our mission becomes more achievable. At IES Global that looks like proudly bringing together top talent from across the globe with varying perspectives and expertise and enabling them to thrive at work.
Join us and become part of a community dedicated to creating global leaders and life-changing experiences.
Summary of Position
The Office Services Assistant is responsible for assisting with various functions within the scope of the Office Services Department. This includes maintaining the proper level of inventory of frequently used office and kitchen supplies and maintaining the functionality of conference rooms and satellite printer stations. The Office Services Assistant also helps fulfill requests which can include: print jobs mailings shipments & meeting set-up. This position is responsible for helping to provide coverage for the switchboard/reception desk during times when the full-time Receptionist is on break lunch or out of the office.
Essential Job Responsibilities & Duties:
- Assist with day-to-day facilities management & maintenance of the suite by helping to coordinate requests from staff and by monitoring the ticketing system.
- Assist with maintaining copy machines printers soda machine and faxes to ensure equipment is in good working order. Place service calls to appropriate vendors as needed.
- Maintain conference rooms. Ensure that white boards are cleaned weekly and restock facial tissue dry erase markers and hand sanitizer as needed.
- Stock and manage office & kitchen supplies. Take inventories at regular intervals. Place orders for items that are found to be running low.
- Receive incoming deliveries. Note and distribute incoming items as necessary.
- Process and scan incoming Advancement checks and Visa ACCeSS documents and send/store the PDFs as appropriate.
- Ship parcels via online shipping system. This includes assisting with assembling and shipping of IES center and field staff packages study abroad fair shipments requests for marketing materials and other express shipments at the request of staff.
- Maintain outgoing mail pick-up schedule from designated locations around the office apply postage and deliver to central collection location on lobby level of building. This includes processing all classes of USPS mail including; express priority and first class.
- Assist with annual setting of Office Management budget.
- Assist with coordination of office safety team assignments and actively participate in conducting organizations efforts in safety drills;
- Act as the primary backup for the Receptionist. This includes for breaks and lunches as well as whenever the Receptionist is unavailable.
- Create nameplates and mailboxes for new hires as needed.
- Assist in Production and assist with print projects and mailings. This includes but is not limited to: prospect mailings fees books membership surveys admissions mailings and shipments to international offices and remote staff.
- Participate as needed in special department projects.
- Other duties as assigned.
- Regular and predictable attendance is an essential function of this position
Experience & Qualifications/Skills:
- Experience in office support a plus;
- Ability to lift and transport boxes/items weighing 50 pounds;
- Proficient with MS Office including Outlook Word Power Point and Excel;
- Experience with Zoom and CRM tool a plus;
- Good written and verbal communications skills with an emphasis on customer service;
- Excellent professional telephone mannerisms and skills
- Highly organized; and
- Self-starter with a strong work ethic.
Education Licenses and/or Certifications:
- High school diploma or GED required
Hiring Salary Range
$19.00 - 21.00/HR
Benefits Eligible
Yes
IES Abroad offers a wide range of benefits for eligible employees including health retirement and paid time off. Information about the benefit offerings can be found on our website: to Apply:
All applicants should submit an application includingcover letterresume andsalary requirementsby clicking Apply at the top of this page.
Please visit for more information about working at IES Abroad. If you require an accommodation with the application process please emailus: .
Equal Opportunity Employment:
IES Abroad is an equal opportunity employer and encourages applications from all qualified candidates. We strive to treat people with respect; fully utilizing employees abilities and promoting workforce diversity.
We are proud to be an equal opportunity employer and do not discriminate against any applicant on the basis of race color ancestry sex (including pregnancy) age national origin citizenship religion marital status disability sexual orientation gender identity and/or expression veteran status and/or any other status protected by applicable laws.
Employment Type
Full-Time
