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Executive Assistant & Administrative Coordinator

Salary undisclosed

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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

  • 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

Administrative & Office Operations

  • 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

Project Coordination & Special Initiatives

  • 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

Travel & Meeting Coordination

  • 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

Qualifications

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

Skills

  • 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

Work Environment & Travel

  • 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.