Administrative & Executive Assistance (1)

Office Coordinator (Hybrid)

Job Summary: We're looking for an Office Coordinator to join our Midwest team in Chicago. This person would need to be in our Chicago office two-three days per week (flexible on which days). To be successful in this role you must be well-organized, highly self-motivated, comfortable taking initiative, and excited to juggle multiple tasks at once. You also love working in a fast-paced environment, have strong communication and problem-solving skills, and a proven ability to seamlessly manage shifting priorities.

Top priorities will include managing office and team expenses, submitting invoices for office services, keeping our office well stocked with healthy snacks and supplies, planning office events, and ensuring a tidy and creative workspace. The ideal candidate thrives when tackling new challenges and wearing multiple hats and is energized by the prospect of growing a career with many possibilities.

The day-to-day: Everything from new-hire onboarding support to helping to maintain a fun and vibrant office culture. Our days are dynamic and always changing, but you can expect job duties including: expenses, in-office meeting coordination, client interactions, setting up office lunch orders, maintaining supplies and snacks, and implementing ideas you might have to infuse fun into the day for the office.
Our ideal candidate: Experienced professional who is polished, adaptable, unflappable, and an ambassador for our agency. Sees around corners and solves problems before they even exist. Willing to roll up their sleeves. Energized by the day-to-day challenges of integrated marketing and public relations agency life, client service, and new business. Strong, professional, and friendly communicator.

Responsibilities

Manage monthly office expenses and submit expense report
Keep our office stocked with healthy, fun snacks and drinks
Coordinate in-office meetings, making sure that the room is immaculate, tech-ready, and an awesome experience for our team and clients
Enter office, client, and influencer invoices and track payment schedules
Manage freelancer contracts and invoices
Plan monthly outings and summer/holiday parties
Update OOO calendar for Chicago, Detroit, Madison offices
Support our VP, Midwest Operations and Talent with onboarding new team members

Requirements:

5+ years of professional experience. Big plus if that experience has been in a busy marketing/advertising agency, public relations agency, or a client services business.
Absolute trustworthiness and ability to maintain confidentiality across sensitive office/HR matters
A self-starter who can assess situations, identify needs, problem-solve, rally people and processes, in a fast-paced agency setting
Impeccable attention to detail
Creative, critical thinking, and analytical skills
Remarkable communication skills, including listening and outstanding verbal and written communications to staff and senior management
Proven track record of ability to execute and get stuff done

Salary range is $50,000-$70,000. The salary will be commensurate with the selected candidate’s experience.

About FINN Partners:
Founded in 2011 on the core principles of innovation and collaborative partnership, FINN Partners has grown from about $24 million in fees to nearly $200 million in fees over ten years, becoming one of the fastest growing independent public relations agencies in the world. The full-service marketing and communications company’s record setting pace is a result of organic growth and integrating new companies and new people into the FINN world through a common philosophy.
With more than 1,300 professionals across 35 offices, FINN provides clients with global access and capabilities in the Americas, Europe and Asia.

FINN Partners clients are also supported through longstanding partner agencies and its membership in the PROI network of leading agencies around the world. Headquartered in New York, FINN has offices in: Abu Dhabi, Atlanta, Bangalore, Bangkok, Beijing, Boston, Chicago, Delhi, Denver, Detroit, Dublin, Fort Lauderdale, Frankfurt, Hong Kong, Honolulu, Jerusalem, Kuala Lumpur, London, Los Angeles, Madison, Manila, Mumbai, Munich, Nashville, Orange County, Paris, Portland, San Diego, San Francisco, Seattle, Shanghai, Singapore, Washington D.C. and Yangon.

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Office Coordinator

Finn Partners

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