Americas Delivery Center Office Coordinator

• Visitor Support – Coordinate visits (arrival / departure time, room reservations, hotel reservations, lunch orders, dinner reservations) in partnership with other Executive Assistants or other groups. 

• Office Space – Welcome clients, recruits, other visitors, and employees, while ensuring the office is professional, neat, and organized and training rooms or other common spaces are set up appropriately; Assist with security and crisis response.   

• Office Management – Manage the inventory, ordering, stocking, and organizing office and break room supplies.  Partner with the Corporate real estate team with respect to any onsite projects, coordinate the timing of the onsite work, and be the point of contact for the vendors doing the work. 

• Presentations and Correspondence – Assist the management team with drafting / editing / reviewing officewide communications as well as presentations (to be shown on the TVs in the office or shared in meetings).  Combine competent written communication skills with creativity in developing visually appealing and informative slides.   

• New Hires – support new hire integration, granting badge access, coordinating laptop requests, and other support needs. 

• Reception – be positioned at the front desk to welcome employees and visitors and be a visible resource for those who need support.  Coordinate backups at reception as necessary (e.g., when on vacation). 

Executive Support 

• Support executives and the other members of the management team in their workload by scheduling and coordinating meetings, producing reports and/or presentations. 

• Manage Executive Outlook details (Contacts, Calendar, Email responses). 

• Coordinate the overall preparation of monthly reporting presentations (including the updates of others as well as updating some of the content). 

• Take the initiative to anticipate the needs of your executives daily. 

• Prepare and manage Time & Expense reports on behalf of executives. 

• Arrange travel for executives, including flights, hotels, and transportation. 

• Handle any printing, copying, binding, and mail. 

• Partner with the local team to provide back-up support to executives. 

• Support and model excellent service by exhibiting a positive attitude and enthusiasm toward the job and the company to both internal and external customers in all forms of communication. 

• Work with the Executive team business partners to schedule & manage team and client meetings and visits. 

Event Execution 

• Schedule conference rooms and coordinate audio visual and/or catering needs. 

• Coordinate room set up and tear down. 

• Run the audio visual during meetings and events, as needed. 

• Assist with room arrangements for offsite meeting/events, as needed. 

• Work with various internal groups and any third-party vendors (catering, event support, offsite venues) to schedule, coordinate, and support events. 

Other Regional Items 

• Coordinate with other offices, as necessary, to provide additional support to the region. 

• Participate in ongoing training regarding technology upgrades and new systems applicable to the position. 

What Will Help You Be Successful 

• Professional, confident, enthusiastic, and detail oriented. 

• Enjoy working in a dynamic, collaborative professional environment. 

• Demonstrated track record of working effectively with a senior executive in a fast-paced and service-oriented corporate environment 

• Excellent oral and written communication skills 

• Excellent interpersonal and organizational skills 

• Demonstrate initiative and be a self-starter 

• Ability to work independently, exercise good judgment; resourceful, problem-solving skills 

• Positive and approachable; ability to interact well with all levels of staff and clients 

• Ability to use technology (including meeting / training room audio visual, productivity software), troubleshoot and escalate technical issues as necessary 

• Demonstrated accomplishments in the following areas: 

• Working with a variety of levels of personnel to achieve business objectives 

• Working successfully in a team within a business setting 

• Coordinating and maintaining follow-up on several projects simultaneously 

• Drafting and editing documents and developing presentations 

• Handling confidential information in a strictly professional manner 

Your Educational and Professional Qualifications 

• Bachelor’s degree, preferred 

• 2+ years of professional experience, required 

• Intermediate knowledge of Microsoft applications (Word, Excel, PowerPoint, Outlook) 

• Proven experience with providing first line technical support to a variety of technologies 

• Experience with Microsoft Team Room videoconferencing and Poly preferred 

Protiviti is not registered to hire or employ personnel in the following states – West Virginia, Alaska