Executive Assistant & Administrative Coordinator
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Description
Executive Assistant & Administrative Coordinator
Location: Chicago, IL
Reports to: CEO
Position Overview
The Executive Assistant & Administrative Coordinator is a key partner to the senior leadership team, providing high-level executive support while overseeing administrative functions that ensure efficiency and organization across the company. Reporting to the CEO, this role serves as a trusted partner, anticipating needs and ensuring that the executive’s time is optimized, priorities are aligned, and key initiatives are executed with efficiency. This role supports a remote senior leadership team located across the country and requires some (likely 1x a week on average) presence in our Chicago office location, as well as occasional travel for leadership meetings and company events.
The ideal candidate is proactive, detail-oriented, and highly organized, with the ability to manage complex schedules, coordinate high-impact projects, and facilitate seamless communication across a distributed executive team.
Key Responsibilities
Executive Support
Education:
Experience
Bachelor’s degree preferred, or equivalent experience
Executive Assistant & Administrative Coordinator
Location: Chicago, IL
Reports to: CEO
Position Overview
The Executive Assistant & Administrative Coordinator is a key partner to the senior leadership team, providing high-level executive support while overseeing administrative functions that ensure efficiency and organization across the company. Reporting to the CEO, this role serves as a trusted partner, anticipating needs and ensuring that the executive’s time is optimized, priorities are aligned, and key initiatives are executed with efficiency. This role supports a remote senior leadership team located across the country and requires some (likely 1x a week on average) presence in our Chicago office location, as well as occasional travel for leadership meetings and company events.
The ideal candidate is proactive, detail-oriented, and highly organized, with the ability to manage complex schedules, coordinate high-impact projects, and facilitate seamless communication across a distributed executive team.
Key Responsibilities
Executive Support
- Provide comprehensive administrative and strategic support primarily to the CEO and occasionally to other senior leaders, including calendar management, travel coordination, and expense reporting
- Act as a liaison between senior leadership and internal/external stakeholders, ensuring effective communication and follow-ups
- Manage meeting logistics, including agenda preparation, note-taking, and action item tracking
- Draft, edit, and prepare correspondence, presentations, and reports for executive meetings
- Handle confidential and sensitive information with discretion and professionalism
- Oversee administrative functions to ensure smooth office operations on in-office days. This may also include supporting department initiatives, mail distribution, etc. for departments that are not located near the office
- Manage vendor relationships and the primary point of contact for all matters related to the company’s physical office space in Chicago, IL
- Support company-wide initiatives, events, and team engagement activities
- Assist with onboarding coordination for senior hires and key administrative processes
- Assist in coordinating cross-functional projects, tracking deadlines, and ensuring timely execution of key initiatives
- Research and compile data for decision-making and strategic planning
- Identify and implement process improvements to enhance efficiency within the executive team
- Arrange complex multi-city travel itineraries for senior executives and the Board of Directors
- Plan logistics for offsite Board meetings, leadership meetings, and company events
- Occasionally travel to support offsites and events
Education:
Experience
Bachelor’s degree preferred, or equivalent experience
- 5+ years of experience in executive support, administration coordination, or related roles, preferably in a fast-paced environment
- Must be proficient in Microsoft Office and virtual communication platforms (Zoom, Teams, Slack, etc.).
- Must have experience with project management and event planning
- Exceptional organizational and multitasking skills
- Strong written and verbal communication
- Ability to anticipate needs and proactively solve problems
- Discretion in handling sensitive information
- Flexibility and adaptability in a dynamic, hybrid work environment
- Remote First: We are a remote first company. This role does require some in-office presence, on average 1x per week.
- Remote support: Must be comfortable working with a distributed senior leadership team across multiple time zones.
- Travel: Occasional domestic travel required for executive meetings, company events, and leadership offsites.