Front Office Coordinator

​Heidrick & Struggles is the world’s foremost advisor on executive leadership, driving superior client performance through premier human capital leadership advisory services. For more than 70 years, we’ve delivered value for our clients by leveraging unrivaled expertise to help organizations discover and enable outstanding leaders and teams. Learn more at www.heidrick.com

Job Description:

Role Responsibilities

The Front Office Coordinator of the Chicago office must be highly organized, professional, and polished in a fast-paced environment. The ideal candidate is proactive, independent, and efficient, capable of managing multiple tasks with minimal supervision. This individual must be comfortable sitting at the front desk of the office while juggling other office-related tasks. The Front Office Coordinator will need to handle last-minute changes and challenges with urgency and effective solutions. Strong business ethics—honesty, integrity, and discretion—are essential, along with the ability to work collaboratively and coordinate seamlessly across all levels of the organization. The Front Office Coordinator must also communicate effectively with individuals at all levels, from entry-level staff to C-suite executives.

Guest Management & Office Support:

• Greet visitors and vendors in a cordial and professional manner and direct them to their respective space.
• Act as main contact for all Heidrick & Struggles guests and visitors including scheduling conference rooms, office space and videoconferences.
• Managing Robin, ensuring there aren’t any issues with overlapping/canceling reservations
• Preparing & greeting new hires on their first day
• Stay abreast of personnel changes throughout the company; know the key players and organizational structure.

Office Communications & Support:

• Effectively screen calls and take messages in a pleasant and professional manner.
• Screen and route unsolicited calls and emails efficiently.
• Maintain reception area, conference rooms and café.
• Maintain up to date phone lists, office map and general office information.
• Provide administrative back-up support to consultants on ad-hoc basis.
• Efficiently organize and prioritize workload for multiple teams and/or projects.

Living Our Values:

• Acting as a culture carrier; contributing to office and/or firm initiatives.
• Partnering well across a multitude of stakeholders with the aim of developing productive and trusting relationships with colleagues across the firm.
• Fostering an environment of collaboration; viewed as a team player.
• Demonstrating self-awareness, humility, empathy, and open-mindedness in the workplace.

Basic Role Qualifications

• High school education required; college degree desired.
• Minimum 4 years of office/reception experience required.
• Available to work in-office Monday through Friday during regular business hours.
• Proficient knowledge of all Microsoft Office products. Minimum keyboarding skills of 60wpm.
• Excellent communication skills, verbal, written and listening.
• Experience dealing with people at all levels of an organization, getting and giving often complex and sensitive information in both verbal and written communications.

Preferred Role Qualifications

• Professional services experience
• Prior guest or customer service experience preferred.
• Demonstrate business acumen and financial awareness.
• Experience with proprietary database environments
• Demonstrate effective and accurate proofreading and editing skills.
• Should be able to meet physical demands of the job including sitting for long periods of time, stooping, kneeling, reaching, standing, walking, lifting, pulling, pushing and speaking.

Pay Range Guidelines for this Position:

Heidrick & Struggles is an equal opportunity employer committed to hiring qualified protected veterans and individuals with disabilities. All qualified applicants will be considered for employment without regard to race, color, religion, creed, age, sex, national origin, gender identity or expression, sexual orientation, disability, marital status, veteran or military status, or citizenship status.