Workplace Assistant

Workplace Assistant- Chicago

Location: Must be located in Chicago, IL and able to be in the office M-F

About Showpad

At Showpad, we empower others to be at their best. As a business, that means the Showpad sales enablement platform allows revenue teams to engage buyers through industry-leading training and coaching software as well as innovative sales content and engagement solutions. We provide sales and marketing with the software and support they need to enable their teams, drive more revenue and deliver incredible buying experiences. 

Founded in 2011 in Belgium, Showpad is a team of more than 400 people working from our headquarters in Ghent and Chicago or regional offices in London, Munich, San Francisco and Wroclaw.

As an employer who understands the importance of diversity, we are committed to proudly representing the various identities of the communities in which we work and the clients that we serve. We have been recognized as a top workplace by Built In Chicago, Built In San Francisco and Inc. Magazine,  as a top 10 software company in the Inc. 5000 Europe list and won the award for “Most Sustainable Growth Company” by Deloitte Belgium. 

About the Chicago Workplace Assistant position at Showpad

The Workplace team at Showpad pride ourselves on providing first class support to the global Showpad team. As a Workplace Assistant, you’ll be the face of the Workplace team in the Chicago office, ensuring that office operations and experience are kept to a high standard. 

A day in the life of a Workplace Assistant is dynamic, impactful, and highly varied. In this role, you will serve as a key ambassador for Showpad culture. Your scope of responsibility spans the oversight of the office’s physical, operational, and administrative functions, ensuring an efficient and welcoming environment for all employees. You will collaborate internally across departments and engage with multiple stakeholders to streamline processes and foster a collaborative atmosphere. Additionally, you will manage the office budget, oversee supplies, equipment, and maintenance, while cultivating strong relationships with our landlord, security teams, vendors, and local businesses.

At the heart of this role is a commitment to fostering social connection, building a vibrant community within the team, and creating an environment where employees feel supported, engaged, and connected.

You will spend your time partnering with a variety of employees locally whilst working with our supportive and fun global Workplace team. If you love to engage with people while maintaining focus on getting things done, this is the job for you. 

Key Responsibilities for a Workplace Assistant at Showpad Chicago

• Provide a warm and welcoming office environment for all employees and visitors.
• Maintain inventory for a well-stocked kitchen, ensuring the availability of healthy refreshments for client visits, training sessions, and team needs.
• Serve as the primary onsite contact for all in-office requests, working from a Workplace team JIRA Helpdesk to manage internal requests, providing exceptional customer service while representing the Workplace team.
• Liaise on building-related requests through the management portal and collaborate with the security team and building manager to address maintenance, deliveries, and other operational needs.
• Manage various office-related tasks, including ordering and stocking supplies, coordinating in-office events and happy hours, some offsite events, and supporting team initiatives with additional ad-hoc duties.
• Oversee the maintenance and cleanliness of the office, coordinating cleaning and repair services as needed.
• Collaborate with team members to plan and execute onsite meetings, including organizing catering, assisting with event logistics, and managing room setup and breakdown.
• Coordinate catering services for weekly employee lunches and special events.
• Uphold office policies and guidelines to promote a positive and productive office environment.
• Monitor and support the implementation of health and safety practices on site, ensuring compliance with safety standards.

Required Skills for a Workplace Assistant at Showpad

• Exemplary customer service orientation, consistently demonstrating a friendly and approachable demeanor with a strong passion for customer-centric solutions that scale.
• Established business communication skills, with proficiency in both written and verbal interactions, ensuring clear and effective exchanges with a diverse range of stakeholders.
• Proven ability to take initiative, independently managing tasks and proactively seeking feedback from stakeholders to drive progress and alignment.
• Effective prioritization skills, adept at managing multiple competing priorities and delivering results within established timelines.
• Highly organized and methodical, able to create, maintain, and enhance documentation practices for team consistency and business continuity. 
• Strong collaboration skills, able to work seamlessly both autonomously and within team settings, contributing to collective success.
• Meticulous attention to detail, consistently ensuring accuracy and quality in aspects of work.
• Quick to learn and retain new information, with excellent recall and a strong ability to apply new knowledge in fast-paced environments.
• Discretion and confidentiality maintained at all times, ensuring sensitive information is handled with the utmost care and professionalism.
• Interpersonal skills, able to effectively engage with individuals at all levels, fostering strong working relationships and a positive team dynamic.
• Strong problem-solving ability, able to quickly assess challenges and implement effective solutions in a timely manner.
• Proficient in utilizing team technology solutions, leveraging tools to streamline workflows and collaborate effectively with colleagues across departments.
• Demonstrated teamwork and customer service excellence, consistently contributing to a positive, collaborative environment across all departments at Showpad.

Bonus Points

• Previous experience in a fast-paced office environment, retail, or hospitality industry
• Previous experience using Google Suite- especially docs, forms, and sheets. 
• Previous knowledge of JIRA Helpdesks. 

What you can expect from Showpad

We welcome every voice and are committed to building a truly inclusive environment where your differences are not just welcomed, they are celebrated. We’re building a best-in-class experience for our employees and are always identifying opportunities to encourage our team to be their authentic selves. Whether that’s paid parental leave, paid holidays (including Juneteenth and paid time off to vote), paid time off to volunteer at non-profit organizations, personal development opportunities or professional stretch assignments, you can expect Showpad to support you. 

Showpad’s Commitment

We are committed to creating a diverse and inclusive organization and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, pregnancy, disability, age, veteran status, or other dimensions of identity.

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