Administrative Coordinator - Remote

| Chicago, IL | Remote
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Are you naturally efficient and able to juggle multiple tasks simultaneously while maintaining high standards for accuracy and follow through? Would you say that you are reliable and enjoy working with people across an organization on a variety of tasks? Want to help make the world a safer, more sustainable, and more creative place? If so, Black Spectacles’ Administrative Coordinator role may be the perfect opportunity for you to grow in your career!

At Black Spectacles, we’re a purpose driven company, aimed squarely at educating and inspiring architects across the world so they can thrive in their careers.

Our platform attracts architects around the world who want to push the limits of their industry. Our content — which includes podcasts, design tutorials and exam prep — helps architects keep pace with emerging technologies and software so they can do their best work.

Black Spectacles is Chicago-based with a fully remote staff. We are a Great Place to Work-Certified™ company and ranked #11 in Education on the INC. 5000 America’s Fastest Growing Company List in 2019. To keep that momentum going strong, we’re expanding our team of enthusiastic go-getters. We're on the search for an Administrative Coordinator to further support our internal operations and our fully remote staff.

As the Administrative Coordinator, you will:

  • Order supplies, equipment and other items as needed by our team.
  • Track orders and supplies to ensure timely delivery and limited downtime.
  • Schedule quarterly team events and large-scale annual company events.
  • Work with our payroll partners to process reimbursements, invoices, billing inquiries, and other financials.
  • Handle all incoming and outgoing company mail.
  • Coordinate internal company remote meetings, such as the bi-weekly team happy hour, Lunch & Learns, and other department-specific meetings.
  • Partner with HR and Recruiting to onboard new employees to the company, including scheduling, supplies and planning.
  • Provide assistance to staff, managers, and senior-level officers as needed
  • Create, prepare, and deliver reports to various departments
  • Receive and forward communications to different staff and departments
  • Perform clerical duties, such as filing, signature coordination, answering phone calls, and responding to emails
  • Make travel arrangements

Key outcomes of the job:

  • Consistent expedient response to short-term tasks
  • Successful travel and event coordination

Requirements

  • BA in Communications, Public Relations, Human Resources, Business Administrations, etc.
  • Demonstrated experience in office management, administrative work, clerical work or similar.
  • Intermediate level of experience with productivity tools, such as Microsoft Office Suite
  • Highly organized and able to create an organized and easy-to-follow system for others
  • Ability to handle multiple tasks and duties simultaneously
  • Independently motivated, with the ability to take on tasks and duties without immediate direction
  • Strong communication skills
  • Ability to work successfully in a fully remote environment

Benefits

  • 'Work from Wherever' Policy
  • BCBS Medical Plans
  • Principal Dental, Vision, Short-Term, Long-Term and Life Insurance
  • HSA & FSA Programs
  • 401k
  • Profit Sharing Plans
  • Unlimited Paid Time Off
  • Paid Company Holiday Time Off
  • Employer-Sponsored Training Opportunities
  • Paid Volunteer Time
  • Paid Parental Leave
  • Employee Referral Program
  • Quarterly & Annual Team Events

Black Spectacles is an equal opportunity employer.

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Technology we use

  • Engineering
  • Product
  • Sales & Marketing
    • JavaLanguages
    • JavascriptLanguages
    • PHPLanguages
    • SqlLanguages
    • Google AnalyticsAnalytics
    • OptimizelyAnalytics
    • IllustratorDesign
    • PhotoshopDesign
    • AsanaManagement
    • IntercomCRM
    • SalesforceCRM
    • Adobe CampaignLead Gen

An Insider's view of Black Spectacles

What’s the vibe like in the office?

Long running inside jokes meets heavy GIF usage meets a variety of nerdy hobbies.

Elaine

Customer Experience Manager

How do you collaborate with other teams in the company?

Sales and Marketing are always in sync with messaging to our customers, both for B2B and B2C initiatives. One of our core values is "world class or not at all." We've found that this overarching theme helps steer everyone on the team towards the same goal: a world class customer experience during the buying process and the customer journey.

AJ

Account Executive

What makes someone successful on your team?

To be successful on the team, one must assimilate themselves into the team already in place. Our entire team is adaptable and eager to learn. Age does not matter as long as one can learn new skills, provide new ideas, and different points of view. Lastly, supporting each other and giving everyone respect is essential to the team's success.

RJ

Community Manager

How do your team's ideas influence the company's direction?

For about a year now, we’ve been having all of our employees engage in our quarterly and annual planning process. This process helps decide which projects we work on. We have breakout sessions where smaller groups brainstorm ideas and bring it back to the larger group. Then we have a voting system that really makes it interactive and fun.

Greg

Director of Product

How would you describe the company’s work-life balance?

In a word, our work-life balance is “healthy.” Working beyond a 40-hour week is not expected, nor is it a regular occurrence. But, every single person here is an A-player and will work to produce world class results. We encourage everyone to lead physically and emotionally healthy lifestyles, and we genuinely care about each other’s personal lives.

Vic

Technology Manager

What are Black Spectacles Perks + Benefits

Black Spectacles Benefits Overview

At Black Spectacles we put a lot of stock in taking care of each other and ourselves. We subscribe to “work hard, play hard,” and our benefits package reflects that. You’ll get unlimited vacation, profit sharing and performance bonuses, team weekly lunch, company outings and more. We have implemented a "Work From Wherever" policy indefinitely and have been staying connected with virtual workouts and a weekly "Quarantini" happy hour.

Culture
Volunteer in local community
Friends outside of work
Eat lunch together
Daily sync
Open door policy
Team owned deliverables
Team based strategic planning
Group brainstorming sessions
Open office floor plan
Health Insurance & Wellness Benefits
Flexible Spending Account (FSA)
Disability Insurance
Dental Benefits
Vision Benefits
Health Insurance Benefits
Life Insurance
Wellness Programs
Team workouts
Retirement & Stock Options Benefits
401(K)
401(K) Matching
Performance Bonus
Child Care & Parental Leave Benefits
Flexible Work Schedule
Remote Work Program
Family Medical Leave
Black Spectacles has core hours of Monday - Thursday 8a-6p and Friday 9a-1p
Vacation & Time Off Benefits
Unlimited Vacation Policy
Generous PTO
Paid Volunteer Time
Paid Holidays
Paid Sick Days
Perks & Discounts
Casual Dress
Commuter Benefits
Company Outings
Some Meals Provided
Happy Hours
Relocation Assistance
Professional Development Benefits
Job Training & Conferences
Lunch and learns
Cross functional training encouraged
Promote from within
Continuing Education stipend
Time allotted for learning
Online course subscriptions available
Customized development tracks
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