Executive Admin & Office Coordinator

Lifelenz•Chicago, IL

4d•Hybrid

About The Position

LIFELENZ is a rapidly growing team of 80+ mathematicians, engineers, designers, computer scientists, strategists and client success experts based in the U.S., Canada, Australia, and UK building a machine learning-based, advanced analytics workforce and human capital management platform. We have built and maintained over 20+ platforms over a 19-year period. We have won many awards for client delivery and collectively contributed to over 100+ global patents for complex software platforms. In the past 2 years, the business has been funded over $20M USD as we deliver metrics that will unlock our Series B funding in early Q1 2026, providing us with significant capital to accelerate our growth & expansion across verticals and geographies while further driving our dominance in the US QSR Top Brands market. Our mission is to create optimized outcomes for both employers and employees. LIFELENZ is an automated workforce and human capital management platform solving challenges related to onboarding, sales & labour forecasting, scheduling & time clock/keeping, insights & reporting and labour law compliance. 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 a ct as a culture ambassador to ensure professionalism, connection, and engagement in the Chicago office and across the US team .

Requirements

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.

Nice To Haves

Experience in a technology, SaaS, or professional services organization preferred.

Responsibilities

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.