Executive Assistant & Workplace Specialist

About the role

The role is an Executive Assistant & Office Coordinator who supports members of the C-Suite while overseeing day-to-day operations for the Chicago office. This role operates on a hybrid schedule, requiring approximately 2 days per week on-site in the office.

Responsibilities

• Executive Support & Strategic Operations Architect
• Protect complex, shifting executive calendars
• Serve as a strategic gatekeeper, air-traffic controller, and diplomat
• Orchestrate complex domestic and international travel, high-profile client dinners, executive offsites, and board-level meetings down to the minute
• Draft executive communications, manage meeting follow-ups, and leverage modern AI/automation tools to streamline administrative workflows and data management

Confidentiality Stewardship

• Handle sensitive organizational initiatives and executive communications with absolute discretion and composure

Workplace & Office Management

• Facilities & Space Management
• Maintain kitchen supplies, inventory, and conference room tech
• Oversight daily office tidiness, vendor services, and building operations
• Site Security & Access Control
• Manage visitor check-ins, physical and mobile keycard issuance (BluBox), building communications, and safety compliance
• Culture, Events & Hospitality
• Coordinate onsite guest visits, catered meetings, team events, charitable drives, and office atmosphere
• Administrative & Local IT Support
• Handle incoming/outgoing mail and shipments, provide basic onsite IT troubleshooting, and assist teams with local administrative filings

Requirements

• 5+ Years of Hybrid EA / Office Management Experience
• Proven track record supporting C-Level executives while simultaneously managing physical office space in a fast-paced agency, tech, or consultancy environment
• Exceptional anticipation skills
• You don't wait for direction; you see three steps ahead, identify operational friction, and solve problems autonomously
• Confident utilizing modern productivity platforms, scheduling tools, and AI-powered assistants to maximize executive and workplace efficiency
• Comfortable shifting seamlessly between high-stakes C-Suite logistics and hands-on, local office operations
• Exceptional written and verbal command with an innate flair for building warm, productive relationships across all levels of the organization
• Calm, focused, and adaptable in high-pressure environments where executive priorities and office needs shift rapidly

Qualifications

• Calm, focused, and adaptable in high-pressure environments where executive priorities and office needs shift rapidly