Employee Experience Coordinator (Part-time)

About the role

The Employee Experience Coordinator is the primary point of contact to the iCrossing Chicago office. You are an energetic team member who enjoys being part of a community and handling a wide range of administrative and executive support-related tasks. You are able to work independently with little supervision. You are well organized, flexible, and enjoy the challenges of collaborating with a community of people that excels on creating highly engaging employee experiences.

Responsibilities

• Primary point of contact to greet all employees and visitors, ensuring a positive and professional first impression and providing access to the office.
• Provide proactive administrative support to assigned department leaders, i.e. calendar and expense management.
• Co-lead for the iCrossing community team, ensuring you are creating an engaging employee experience through various events and activities that foster community and maximize participation.
• Prepare for meetings as needed in the Chicago office including conference room setup, arranging for meals, and special equipment or materials.
• Facilitate Chicago office onboarding by providing a warm welcome, conducting office tours, issuing key fobs, and sharing up-to-date office guidelines to help new hires feel informed and connected from day one.
• Cookout desk and equipment for new hires in partnership with local Chicago leadership for new hire desk assignment.
• Aid in equipment return as needed.
• Responsible for all general office facility management including but not limited to appearance of office, conference rooms, and maintaining office equipment.
• Collaborate closely with building maintenance teams to ensure office is well maintained and general office space and equipment repairs are handled on a timely basis.
• Accurate weekly update of Return to Office (RTO) Master tracker in a timely manner.
• Update seating chart on a timely basis (hires, departures).
• Distribute office mail as needed and ensure invoices are forwarded to finance (AP) for processing.
• Manage and order office snack inventory and ordering, while staying within the allocated budget.
• Provide day-to-day coordination support for offshore resource management.
• Track and coordinate recognition efforts for employee birthdays and work anniversaries to support employee engagement.
• Attend Department bi-weekly project meetings, assisting with the creation and management of project codes and supporting follow-up actions.
• Support the planning and execution of monthly department town hall meetings, including coordinating logistics, preparing materials, and ensuring smooth delivery.
• Maintain current emergency contact information and safety plans; help communicate procedures and support staff preparedness.
• Collaborate to help different departments with ad-hoc projects as needed.

Requirements

• Proven experience as an administrative assistant with dual office coordination duties.
• Ability to handle multiple tasks and prioritize effectively.
• You have a hospitality mindset and always incorporate it into your day-to-day.
• You are dependable and show strong problem-solving abilities on tasks assigned.
• You create and maintain collaborative partnerships with others.
• You have a wicked attention to detail with emphasis on quality.
• You are a DIYer who doesn’t mind fixing things as needed (coffee machine, printer etc.).
• You have a strong sense of urgency.
• You have flexibility with your schedule to help when project/ leadership teams need assistance.

Qualifications

• High school diploma or equivalent.
• Minimum 1 year of relevant experience in an administrative or executive support role.
• Experience with Microsoft Office Suite, Google Workspace, and other productivity tools.
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Ability to work independently and manage multiple tasks simultaneously.
• Flexibility to work part-time on Tuesdays and Wednesdays.

Skills

• Administrative Assistant
• Office Coordination
• Event Planning
• Onboarding Support
• Facilitation
• Project Management
• Customer Service
• Team Collaboration
• Office Facility Management
• Emergency Preparedness

Benefits

Work with the Best: Collaborate with top-tier professionals across media, advertising, tech, fashion, lifestyle, and publishing, shaping the future of these dynamic industries.

Grow Your Skills: Unlock your potential with access to innovative training programs, immersive workshops, and exclusive industry events.

Work-Life Harmony: Enjoy the flexibility of hybrid work, empowering you to balance professional success with personal priorities.

Foster Connection & Belonging: Join our Employee Resource Groups and help create a welcoming workplace where everyone feels valued and empowered.