Full-time

CHI

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Chicago Operations Coordinator

OVERVIEW


VSA Partners is a group of dedicated, collaborative and kind people that value smarts over egos. We work very hard to create human-centered, insight-inspired work that moves people, changes behavior, and answers real strategic problems. We started as a design firm over 30 years ago and operate today with a “design thinking” approach to everything we do. Formally, we’re a branding and marketing company that approaches business challenges holistically and aims to break down silos between branding, digital, marketing and advertising. Informally, we’re a family that comes together at the table every day to make something great.

The Operations Coordinator is a crucial hybrid role at the core of VSA’s Talent Management and Administrative teams. The Talent Management Team is made up of problem solvers with deep experience in Talent Acquisition and Resource Management, who have joined forces to help the agency operate efficiently and with purpose. We care about the people on our teams and love to be part of helping them create great work. We focus on the people, processes, tools, and systems that help make VSA an ideal place to work and perform.

This individual will help support our Resource Manager in daily resourcing needs, coordinate our yearly summer internship program, and help maintain accurate data in our talent tools. They will also create all onboarding schedules for each VSA new hire both freelance and full-time. Finally, the Operations Coordinator will handle the front desk and support the Chicago Administrative team on a variety of tasks.

While VSA has a Recruit from Everywhere, Work from Anywhere policy this role will need to be based in Chicago due to the in-office requirements of the role. This is a crucial role at VSA, requiring regular physical presence in the office to accommodate when meetings, guest visits, etc. are scheduled. This position occasionally works varied hours, evenings, weekends, and more than 40 hours per week.

VSA Partners is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive, equitable environment for all employees. All employment decisions are made based on qualifications, merit and business need.

 

Responsibilities

  • Participate in weekly resourcing meetings to help assign resources to projects based on staffing needs outlined in the scope of work / OpenAir
  • Pull weekly reports from OpenAir to identify open needs, talent gaps, and utilization
  • Assist with tracking resource availability and help with matching supply to demand
  • Support the Talent team in maintaining the integrity of data in iCIMS, our Applicant Tracking System, and OpenAir, our Resource Management tool
  • Oversee timesheet compliance and provide reports to improve completion
  • Schedule, manage and be responsible for all onboarding experiences for each VSA new hire, both freelance and full-time
  • Manage the new hire swag inventory and send out welcome kits for all full-time hires
  • Lots of emails; you will respond to both internal inquiries about open needs and help to create potential solutions as well as external inquiries about employment opportunities and the recruiting process
  • People-person stuff: you’ll build strong and ongoing relationships with internal team members in the business and Talent Management
  • Act as a concierge for the VSA Chicago space, including greeting guests and clients, managing the phones, scheduling and maintaining conference rooms, organizing and delivering mail and packages, ordering messengers and completing FedEx and courier requests, accommodating guest list, and liaising with VSA hub offices and building management.
  • Provide hospitality for client and internal meetings and gatherings, including order, set-up, refresh, and breakdown.
  • Provide meeting planning support during client visits including conference room set up and clean up, providing meeting room supplies, some IT support (projectors), assisting clients when in the office including private workspace, local travel, hotels, etc.
  • Participate in special projects or task forces as opportunities arise
  • Additional, non-vague responsibilities as assigned

Qualifications

  • Bachelor’s Degree in Hospitality, Communications, Business Administration or related
  • All the Microsoft Office and Google Suite skills
  • Discretion—you respect the need for and will maintain a high level of confidentiality
  • The ability to produce in a fast-paced environment, work with a sense of urgency, and work under pressure
  • Masterful ability to adapt quickly to changing priorities in a sometimes ambiguous environment
  • Strong oral/written communication skills
  • Strong customer service experience
  • The ability to multitask, establish priorities and work independently with limited supervision while maintaining an organized environment and positive demeanor
  • Ability to work varied hours
  • Physical capability to assist with event set-ups and coordination, including the ability to lift up to 25 lbs.

In order to succeed, an applicant must have the skills, abilities, and knowledge:

  • Ability to interact at all levels of the company and with external parties in a professional manner, maintaining effective communication, both written and spoken.
  • Ability to tolerate stress and be adaptable, flexible, persistent, versatile, and to handle multiple projects and reprioritization.
  • Strong customer service orientation, outstanding organizational skills along with the ability to juggle multiple projects while maintaining a positive demeanor
  • Ability to maintain self-motivation and to work independently and in team environments
  • Knowledge of local restaurants and event service providers is desired.
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