The Challenge

Qualtrics established our midwest presence by announcing an office in the heart of Chicago’s fast-growing tech ecosystem. Chicago is the same city where we signed our first customer, Angela Lee, a professor at the Kellogg School of Management at Northwestern University. Opening in the spring of this year, Qualtrics’ new home will occupy more than 25,000 square feet and create 200 new tech jobs in the Chicago market. The office will feature riverfront views and will pay homage to the city’s rich architectural history and vibrant food scene. 

We are looking for an energetic Office Coordinator to handle the daily logistics of our client success, sales, delivery and implementation teams as they open the doors to this brand new office space. The right individual for this role is self-driven, organized, resourceful and efficient. This role will require flexibility and a sense of humor while also maintaining a high level of professionalism. The ideal candidate will have the intuition to react with appropriate urgency to emerging situations and be able to complete multiple high-priority tasks efficiently. This individual will help establish the office culture and ensure the office runs smoothly as it quickly scales. 

Expectations for Success

  • Oversee and support all administrative duties in the office to ensure its operating smoothly
  • Manage office supplies inventory, office equipment, and place orders as necessary
  • Serve as the initial point of contact for visitors; answer and direct phone calls
  • Receive and sort incoming mail and deliveries, and manage outgoing mail
  • Coordinate with Utah headquarters to ensure appropriate office policies and procedures are implemented appropriately
  • Assist with office layout planning and moves, including desk assignment 
  • Provide basic IT support, including computer and printer set up 
  • Manage office budget and maintain office expense log
  • Identify process and office management improvements; implement new systems and solutions
  • Provide other administrative support as necessary, such as scheduling group meetings, maintaining calendars, conducting research, managing records and processing expense reports
  • Assist in implementation of a food and beverage program
  • Assist with facility management, including communication with local landlord
  • Assist with vendor management including cleaning and maintenance providers
  • Advocate for employee experience; Plan company events 

Qualifications & Requirements

Basic

  • Bachelor’s degree in business administration, communications or related field 
  • Exceptional attention to detail 
  • Organized: ability to prioritize multiple tasks and complete in a timely manner
  • Excellent verbal/written communication and interpersonal skills
  • Integrity and discretion in handling confidential information
  • Dedicated to delivering high-quality customer service to both internal and external clients 

Preferred

  • Up to 1 year of work experience in an administrative assistant or office management role (internship or work while pursuing degree is acceptable)
  • Entrepreneurial spirit: ability to take initiative, work independently and drive tasks to completion
  • Adaptive: ability to take ownership of new tasks with little notice or instruction
  • Proficient with Google suite of products (Word, Excel, Microsoft)
  • Experience working at a global company and across multiple locations/timezones 
  • Passion for and understanding of technology

What differentiates us from other companies: 

  • Work life integration is deeply important to us - we have frequent office events, team outings, and happy hours
  • Qualtrics Experience Program - $1,500 for an experience of your choosing (eligible after a year)
  • Possible tuition reimbursement for job-related continuing education
  • We take pride in our offices design aiming at fostering creativity from our rooftop views to an open and collaborative work space.
  • 30 paid days off - 15 PTO + 5 Personal Days + 10 Holiday Closures (additional after a year)
  • On top of standard benefits package (medical - employees and their families, dental, vision, life insurance, etc) we provide snacks, drinks, and free lunches in our office
  • To learn more about what we value read about it directly from our employees Qualtrics Life stories

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At Qualtrics, we understand that Diversity, Equity, & Inclusion are not only vital to help the business succeed through innovation but it is also the right thing to do. We have invested greatly in our employee resource groups (more details about their work can be found here) and are committed to dismantling the systems, policies, and practices that perpetuate structural racism, inequities, and different forms of discrimination based on power and privilege.

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