Office Coordinator

Location: Chicago

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 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 (maybe a fedora, maybe a party hat, who knows!!), 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.

About FINN: Founded in 2011, FINN Partners is one of the fastest-growing, independent PR and integrated marketing communications agencies in the world. With more than 1,400 employees operating out of 33 offices around the world, FINN serves a diverse roster of clients through a powerful combination of hands-on partnership, highly-specialized marketing and communications expertise and a values-driven culture that champions collaboration, innovation and strives to create a more equitable world.

Why work for us? More than an agency, we are a bold collective of communications advocates, stewarding brands, protecting reputations, influencing public policy, and leveraging data and analytics to shape the most important conversations of our day.

Most great achievements in science, medicine, the arts, politics, and business are achieved as a result of a group of dedicated individuals coming together with a collaborative spirit. Without every team member, FINN is nothing more than an idea. Together we are special. By working together we are stronger, and it is only by striving together as one team—working hard, playing nice, creating a best-place-to-work environment, taking risks, making the world a better place, and amazing those around us—we can make FINN Partners a truly unique agency. Come be a part of the journey.

Responsibilities:

• Manage monthly office expenses and submit expense reports
• 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 invoices for office expenses
• Manage freelancer contracts and invoices
• Plan monthly outings and summer/holiday parties
• Support our VP, Midwest Operations and Talent with onboarding new team members

Requirements:

• Must have minimum of three 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

About FINN Partners 
FINN Partners was launched in 2011 to realize Peter Finn’s vision to create a leading communications agency dedicated to shaping a bold new future in which innovation and partnership are strong drivers of the brand. FINN Partners specializes in the full spectrum of communications services, including digital and social media. Practice areas include arts, consumer lifestyle & sports, corporate social responsibility, education, health, manufacturing, technology, travel, and public affairs. 

We are entrepreneurial-minded, global, and focused on integrated programs that bring to life the world-changing technologies, products, and services of our client partners.  Our company culture celebrates delighting our clients with innovative and creative campaigns and programs, and we provide opportunities for our employees to conduct career-meaningful work in a creative, fast-paced, collaborative, and fun environment. We work hard and play nice. 

Headquartered in New York City, the agency has 1,400+ employees, with offices in 24 cities around the world: Atlanta, Boston, Chicago, Denver, Detroit, Dublin, Hong Kong, Honolulu, Fort Lauderdale, Frankfurt, Jerusalem, London, Los Angeles, Munich, Nashville, Paris, Portland, San Francisco, Seattle, Shanghai, Singapore, Tamuning (Guam), Vancouver (Wash.) and Washington D.C. 

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