Executive Admin & Office Coordinator

LIFELENZ-posted 8 days ago
Full-time • Mid Level
Hybrid • Chicago, IL
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The Executive Administrator & Office Coordinator will provide direct support to the CEO and CFO while managing the day-to-day operations of the Chicago office. This hybrid position blends executive administrative support, office coordination, and cross-functional collaboration, ensuring operational efficiency and strong internal communication. Initially a contract-to-permanent role, this position is ideal for a proactive, detail-oriented professional who thrives in a dynamic, high-growth environment. The successful candidate will act as a trusted partner to leadership, maintaining discretion, structure, and reliability across all areas of responsibility. The Executive Administrator & Office Coordinator role demands a dependable, resourceful professional who can balance the dual needs of executive support and office management. The position requires discretion, agility, and operational excellence, with the ability to pivot between strategic coordination and hands-on execution. The successful candidate will be a trusted partner to leadership—keeping communication clear, operations smooth, and act as a culture ambassador to ensure professionalism, connection, and engagement in the Chicago office and across the US team.

  • Provide comprehensive support to the CEO and CFO, including complex calendar management, travel coordination, and meeting logistics.
  • Prepare and manage board materials, executive presentations, and leadership communications.
  • Draft and proofread correspondence, ensuring professionalism and clarity.
  • Coordinate leadership meetings, all-hands sessions, and offsites, including agenda development and follow-ups.
  • Manage expense reports, procurement processes, and executive budget tracking.
  • Handle confidential materials and communications with professionalism and discretion.
  • Oversee day-to-day Chicago office operations, including vendor management, facilities, and office supplies.
  • Serve as the primary liaison for building management, IT coordination, and visitors.
  • Manage workspace organization, seating, and office logistics as the team expands.
  • Plan and coordinate internal events and meetings to promote collaboration and culture.
  • Partner with global HR and operations teams to support onboarding logistics for new hires.
  • Partner with Finance, HR, and Operations on documentation, expense tracking, and reporting.
  • Support internal communication efforts, team announcements, and scheduling.
  • Help coordinate compliance and audit documentation as needed.
  • Assist with client or partner meetings hosted in the Chicago office.
  • 5–8 years of experience in executive administrative, office management, or operational support roles.
  • Proven success supporting C-level executives in fast-paced environments.
  • Strong understanding of calendar management, travel coordination, and confidential communication.
  • Experience managing vendors, events, and office budgets.
  • Proficiency with Microsoft 365, Google Workspace, Slack, Zoom, and scheduling tools (e.g., Outlook, Calendly).
  • Organized & Proactive – Anticipates needs, manages multiple priorities, and stays several steps ahead.
  • Professional & Discreet – Handles sensitive information with integrity and sound judgment.
  • Strong Communicator – Clear, concise, and confident in written and verbal communication.
  • Collaborative – Works effectively with leadership, operations, and cross-functional teams.
  • Adaptable & Resilient – Thrives in a fast-changing, scaling environment.
  • Detail-Oriented – High degree of accuracy and precision in scheduling, reporting, and documentation.
  • Culture-Positive Presence – Creates a professional, warm, and cohesive office environment.
  • Experience in a technology, SaaS, or professional services organization preferred.
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