Administrative Specialist (Chicago, IL -US)

Responsibilities

• Lead day-to-day Workplace Experience operations, serving as the primary operational point of contact for events, facilities, administrative services, and workplace systems
• Delegate work and provide functional direction to administrative professionals, ensuring alignment with established procedures, timelines, and service standards
• Maintain oversight of facilities and security operations for local and companywide offices, including vendor performance and access controls
• Oversee financial alignment by reviewing expense processing, vendor invoicing coordination, and budget adherence within assigned authority
• Review quarterly audits (e.g., access, supplies, security controls) and support corrective actions
• Guide planning for organization-wide events, including All-Hands, ensuring adherence to IDEA principles and established standards
• Own end-to-end event execution, from planning through delivery, using approved templates, checklists, Gatekeeper processes, and risk-management practices
• Serve as a trained Incident Response Leader, coordinating response actions, communications, and external emergency services as required
• Maintain and govern workplace systems, including SharePoint sites, Monday.com boards, automations, and reporting accuracy (MTD, QTD, YTD, YOY)
• Act with delegated authority in the Senior Manager's absence, including processing timesheet approvals and reviewing expense reports within pre-approved limits

Requirements

• High School degree or equivalent
• 4 years of progressively responsible administrative, workplace operations, or event management experience
• Demonstrated experience owning complex administrative or workplace functions with multi-site scope
• Proficient experience leading end-to-day events, including planning, vendor coordination, budgeting, execution, and post-event analysis
• Proficient experience supporting facilities, security, or office operations, including access coordination, vendor oversight, and issue escalation
• Experience supporting client-facing or revenue-generating operations through administrative or operational support
• Advanced communication skills with the ability to influence, set standards, and manage expectations across functions
• Advanced problem-solving skills with demonstrated judgment in high-impact or time-sensitive situations
• Proficient use of workflow, documentation, and reporting tools to manage enterprise operations
• CPR and First Aid certified or willing to obtain; Incident Response training required

Qualifications

• High School degree or equivalent
• 4 years of progressively responsible administrative, workplace operations, or event management experience
• Demonstrated experience owning complex administrative or workplace functions with multi-site scope
• Proficient experience leading end-to-day events, including planning, vendor coordination, budgeting, execution, and post-event analysis
• Proficient experience supporting facilities, security, or office operations, including access coordination, vendor oversight, and issue escalation
• Experience supporting client-facing or revenue-generating operations through administrative or operational support
• Advanced communication skills with the ability to influence, set standards, and manage expectations across functions
• Advanced problem-solving skills with demonstrated judgment in high-impact or time-sensitive situations
• Proficient use of workflow, documentation, and reporting tools to manage enterprise operations
• CPR and First Aid certified or willing to obtain; Incident Response training required

Skills

• Proven ability to lead and manage administrative and workplace functions
• Strong organizational and project management skills
• Excellent communication and interpersonal skills
• Ability to handle multiple tasks and prioritize effectively
• Proficiency in Microsoft Office Suite and other relevant software
• Experience with workplace systems and facilities management
• Ability to work independently with broad accountability and limited supervision

Benefits

• Comprehensive health, dental, and vision insurance
• Pre-tax contribution plans
• Employee Stock Ownership Plan (ESOP)

Pay

The hourly range for this role is $34.00 - $38.00, with a target compensation of $34.00 - $36.00 based on experience and qualifications.

Schedule

The person filling this role will be required to work in a hybrid work environment based out of our Chicago, IL office, with an expectation of being on-site three times per week.