HR & Office Coordinator

Overview

Company Description Expert Institute is a high-performance, results-driven company committed to exceptional service, innovation, and continuous improvement. We thrive on collaboration and accountability and we all inherently have a relentless focus on exceeding client expectations. Our business runs on a sales engine that is high-energy and performance-driven. We believe our people, culture, and core values are the foundation of our success.

We’re looking for an experienced HR & Office Coordinator who knows how to run operations calmly, efficiently, and with great judgment. This role is a trusted partner to the HR team, CEO, President, and CHRO, with a clear mandate: take administrative and operational work off their plates, so they can focus on high-impact priorities. You’ll own the details, anticipate needs, and keep the office and people operations running smoothly without requiring close oversight.

This is an ideal role for someone who has “been there before,” can manage multiple priorities at once, and takes pride in being the person leadership relies on to make things happen.

What You’ll Do

• HR & Executive Administrative Support (Primary Focus):
  Serve as an administrative partner to the HR team, owning scheduling, coordination, and day-to-day operational tasks that increase HR’s effectiveness.
• Provide direct administrative support to the CEO, President, and CHRO, including calendar coordination, meeting logistics, follow-ups, and ad-hoc requests.
• Manage candidate scheduling, outreach, confirmations, and interview logistics with a high level of professionalism and discretion.
• Support expense management, invoice processing, vendor billing, and light budget tracking for HR and office operations.
• Maintain, document, and continuously improve processes, procedures, and workflows.

• Own daily operations of the Milwaukee office (with support for NYC as needed), including supplies, snacks, catered lunches, and vendor ordering.
• Act as the primary point of contact with building management for maintenance, access, parking, and facilities coordination.
• Manage office vendors and service providers, ensuring consistent quality and accountability.
• Maintain a clean, organized, and professional office environment that supports productivity.
• Support local onboarding by preparing workstations, coordinating equipment, and ensuring a smooth first-day experience.
• Help oversee office safety, access protocols, and emergency procedures.

• Plan and execute in-office events, celebrations, and cultural moments with minimal oversight.
• Support larger company events such as leadership meetings, sales summits, and holiday gatherings.

• Provide logistical support for Marketing and Sales events, including inventory tracking and shipping.
• Coordinate preparation and shipment of materials for trade shows and conferences.
• Manage incoming and outgoing shipments and ensure materials are accounted for and replenished as needed.
• Maintain accurate headcount tracking, desk assignments, and seating plans.
• Act as a professional, welcoming presence for employees and visitors.

What We’re Looking For

We Need a People-first Professional Who

• Has at least 3+ years of experience in office operations, HR coordination, executive support, or administrative roles.
• Demonstrated ability to manage competing priorities independently and make sound judgment calls.
• Calm, capable, and highly organized, even in fast-moving situations.
• Proactive and anticipatory; you solve problems before they escalate.
• Excellent at managing time, prioritizing work, and meeting deadlines without reminders.
• Service-oriented with a polished, professional presence.
• Takes pride in being dependable, discreet, and effective.
• Experience supporting senior leaders with professionalism, discretion, and confidence.
• Strong organizational, project management, and follow-through skills.
• Excellent written and verbal communication abilities.
• High level of comfort handling confidential and sensitive information.
• Proficiency with Google Workspace, Microsoft Office, and scheduling or…