Employee Experience Coordinator

Hearst

  • Chicago, IL
  • Permanent
  • Full-time
  • 1 month ago
Job Category: Administrative ServicesJob Description:About UsWe're a professional services company at the intersection of marketing and technology - partnering with ambitious brands to solve complex challenges, accelerate growth, and drive performance. Our integrated teams combine strategic insight, creative execution, data fluency, and technical expertise.We believe our biggest asset is our combination of different backgrounds, cultures, and disciplines that come together to form iCrossing community. What we do starts with our people.We are part of the Hearst Corporation, the world's leading media, entertainment, and content company, which gives us access to the most valuable data and insights, talent and audiences.About this jobThe 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 enjoys the challenges of collaborating with a community of people that excels on creating highly engaging employee experiences. This role provides exceptional customer service and top-notch administrative support while managing all aspects of the office experience.To foster collaboration and engagement, this role is required to be in-office two days a week (Tuesdays and Wednesdays) and may vary week to week with additional days in office to support events/meetings.What You'll Do
  • 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, i.e.
  • 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.
  • Coordinate and set-up of desk and equipment for new hires in partnership with local Chicago leadership for new hire desk assignment. Assist with 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.
Who You Are
  • 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.
  • Must be 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.
We offer a competitive benefits package that includes:
  • Medical, dental, vision, life and disability insurance
  • 401(k) Retirement Plan
  • Flexible Spending & Health Savings Account
  • Paid holidays, vacation, and sick time
  • Parental Leave
  • Employee assistance program and other company benefits

Hearst