Business Operations Coordinator - Zones
Carol Stream, IL
About the Job
Description
Position at Zones LLC.
Company Overview:
When it comes to IT solution providers, there are a lot of choices. But when it comes to providers with innovative and differentiating end-to-end service offerings, there’s really only one: Zones – First Choice for IT.TM
Zones is a Global Solution Provider of end-to-end IT solutions with an unmatched supply chain. Positioned to be the IT partner you need, Zones, a Minority Business Enterprise (MBE) in business for over 35 years, specializes in Digital Workplace, Cloud & Data Center, Networking, Security, and Managed/Professional/Staffing services. Operating in more than 120 countries, leveraging a robust portfolio, and utilizing the highest certification levels from key partners, including Microsoft, Apple, Cisco, Lenovo, Adobe, and more, Zones has mastered the science of building digital infrastructures that change the way business does business ensuring whatever they need, they can Consider IT Done. Follow Zones, LLC on Twitter @Zones, and LinkedIn and Facebook.
Position Overview:
As an Business Operations Coordinator, you will provide high-level administrative support to executive leadership, enabling them to focus on strategic tasks and decision-making. Your role will involve managing travel, expense reporting, calendars, coordinating internal and external meetings, handling correspondence, and undertaking various administrative duties with efficiency and discretion. Your ability to anticipate needs, prioritize tasks, and maintain confidentiality will be instrumental in supporting the executive team and ensuring smooth operations within the organization.
What you’ll do as the (Business Operations Coordinator):
The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Travel Arrangements:
- Coordinate all aspects of executive travel, including flights, accommodations, transportation, and itinerary planning.
- Research and book the most cost-effective and convenient travel options, considering executive preferences and schedule constraints
- Ensure all travel arrangements adhere to company travel policies and guidelines
- Provide detailed itineraries and necessary documentation to executives prior to travel
- Handle last-minute changes or cancellations and resolve any travel related issues promptly.
Expense Management:
- Collect and organize receipts and expense documentation from executives
- Enter expenses into the company’s expense management system accurately and promptly
- Verify expenses against company policies, ensuring compliance and proper categorization.
- Prepare and submit expense reports on behalf of executives in a timely manner.
- Track expense reimbursements and follow up on outstanding payments as needed.
Calendar Management:
- Coordinate and manage complex calendars for executives, scheduling meetings, appointments, and travel arrangements.
- Anticipate scheduling conflicts and proactively resolve them to optimize executive's time.
Communication Management:
- Coordination of weekly department updates to COO.
- Support internal and external communications, screening calls, emails, and correspondence as needed.
- Draft and edit correspondence, reports, presentations, and other documents on behalf of executives.
- Ensure timely responses to inquiries and requests, maintaining professionalism and confidentiality.
Meeting Coordination:
- Arrange and coordinate meetings, conferences, and events, including logistics, agenda preparation, and venue arrangements.
- Responsible for weekly executive meetings, including one-on-one and teams meeting.
- Coordination and facilitation of monthly/quarterly Town Halls
- Attend meetings, take minutes, and distribute action items to relevant stakeholders.
Administrative Support:
- Coordination of Awards and Recognitions (Team Member of the Quarter, etc.)
- Coordinate and follow up regarding HR related tasks such as goals, metrics, performance reviews, promotions, and merits.
- Perform various administrative tasks, such as filing, data entry, and document management.
- Responsible for company credit card statement reconciliations and bank deposits.
- Office management related tasks such as ordering supplies and other office required items.
- Conduct research and compile information for special projects, presentations, or reports as needed.
Relationship Management
- Build and maintain positive relationships with internal and external stakeholders, representing executives professionally.
- Coordinate with other departments and team members to facilitate seamless communication and collaboration.
Confidentiality and Discretion
- Handle sensitive information and confidential matters with the utmost discretion and integrity.
- Ensure compliance with organizational policies and procedures related to confidentiality and data protection.
What you will bring to the team:
- Proven experience as an executive assistant or similar role, preferably supporting C-suite executives.
- Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
- Strong interpersonal and communication skills, both written and verbal.
- Proficiency in office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to work autonomously with minimal supervision and demonstrate initiative.
- Attention to detail and accuracy in all work tasks.
- Discretion and professionalism when handling confidential information.
- Bachelor's degree or equivalent experience preferred.
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Zones offers a comprehensive Benefits package
While we’re committed to providing top-tier solutions, we’re just as committed to supporting our own team. Our employees enjoy a variety of comprehensive benefits, including medical/dental/vision coverage, life insurance, a 401(k) plan with matching provision, paid time off, and much more. And as a Minority Business Enterprise, a Corporate Plus member of the Northwest Minority Supplier Development Council, and an Equal Employment Opportunity Employer, our community is just as diverse.
At Zones, work is more than a job –with exciting careers with a global team who are client centric, have a passion for tech, who embrace change and lifelong learning in a collaborative culture. If you’re interested in working on the cutting edge of IT innovation, sales, engineering, operations, administration, and more, Zones is the place for you!
While we’re committed to providing top-tier solutions, we’re just as committed to supporting our own team. Our employees enjoy a variety of comprehensive benefits, including medical/dental/vision coverage, life insurance, a 401(k) plan with matching provision, paid time off, and much more. And as a Minority Business Enterprise, a Corporate Plus member of the Northwest Minority Supplier Development Council, and an Equal Employment Opportunity Employer, our community is just as diverse.
At Zones, work is more than a job –with exciting careers with a global team who are client centric, have a passion for tech, who embrace change and lifelong learning in a collaborative culture. If you’re interested in working on the cutting edge of IT innovation, sales, engineering, operations, administration, and more, Zones is the place for you!
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status or on the basis of disability.
Source : Zones