Office Coordinator Team Lead

Title:  Office Coordinator Team Lead

Chicago, IL, USA

Employees can work remotely

Full-time

Job Location Type : Hybrid

Department: Administrative

Company Description

Are you looking to join an organization that is growing and dynamic? What about a high-energy, collaborative environment that rewards hard work?

J.S. Held is a global consulting firm that combines technical, scientific, financial, and strategic expertise to advise clients seeking to realize value and mitigate risk. Our professionals serve as trusted advisors to organizations facing high stakes matters demanding urgent attention, staunch integrity, proven experience, clear-cut analysis, and an understanding of both tangible and intangible assets.

The firm provides a comprehensive suite of services, products, and data that enable clients to navigate complex, contentious, and often catastrophic situations.

Job Description

The Corporate Support Team Lead is a critical operational role responsible for managing and developing the company’s administrative assistant team, overseeing day-to-day office operations, and driving consistency in administrative support across all locations. This role ensures high-quality administrative coverage for senior leaders, standardizes practices across offices, manages select vendor relationships, and is regularly called upon to contribute to or lead cross-functional special projects. The ideal candidate is proactive, people-focused, operationally savvy, and able to flex between leadership, hands-on 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 detail-oriented, 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 high-quality 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 knowledge-sharing, 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 admin-related 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 office-related 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 in-person 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 high-level meetings, events, or special initiatives 

• Coordinate large-scale 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 cross-functional initiatives, including operational improvements, policy rollouts, new office setup, etc.  

• Collaborate with departments such as HR, Legal, IT, and Finance to execute critical, time-sensitive 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 multi-office 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 fast-paced, 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 team’s 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 $60,000 - $65,000 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.

Please explore what we’re all about at www.jsheld.com.

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 jobs@jsheld.com and include “Applicant Accommodation” within the subject line with your request and contact information.

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