Executive Assistant & Workplace Coordinator

Melinta Therapeutics LLC•Lake Forest, IL

19h•$110,000 - $130,000•Hybrid

About The Position

The Executive Assistant and Workplace Coordinator provides high-quality executive, administrative, office operations, and project support to the Chief Financial Officer and Finance team. This role serves as a trusted partner to the CFO, managing calendars, travel, meetings, communications, expenses, confidential materials, and follow-through on priorities. The role also oversees day-to-day Lake Forest office operations and provides light project management, financial systems, and accounting support to help the Finance function operate efficiently.

Requirements

Minimum of 8 years of experience in a corporate environment as an executive assistant, administrative professional, office manager, or similar role; experience supporting senior executives preferred.
Demonstrated ability to manage multiple priorities, projects, deadlines, and stakeholders in a fast-paced, growth-oriented environment.
Excellent written and verbal communication skills, professional presence, sound judgment, and strong customer-service orientation.
High degree of discretion and ability to handle confidential, sensitive, and time-critical information appropriately.
Strong proficiency with Microsoft Outlook, Excel, PowerPoint, Word, Teams, SharePoint/OneDrive, and comfort learning company systems and workflows.
Experience supporting a CFO, Finance, Accounting, Investor Relations, Legal, or other corporate executive function.
Project coordination experience, including tracking action items, timelines, deliverables, and cross-functional dependencies.
Familiarity with basic accounting administration, invoice processing, purchase orders, expense reporting, vendor coordination, or ERP/workflow systems.
Experience supporting facilities, vendors, office operations, and onsite executive or team events.

Responsibilities

Serve as the primary administrative point of contact for the CFO, exercising sound judgment, discretion, and urgency in managing requests, priorities, and follow-up.
Provide calendar management for the CFO and support scheduling across the Finance leadership team, including prioritizing inquiries, resolving conflicts, and anticipating preparation needs.
Coordinate domestic and occasional international travel; prepare itineraries, manage changes, and ensure timely submission of expense reports in accordance with company policy.
Draft, proofread, format, and organize executive correspondence, presentations, board and committee materials, meeting agendas, and Finance team communications.
Coordinate onsite, virtual, and offsite meetings, including logistics, materials, catering, A/V, guest access, and follow-up action items.
Act as a professional liaison with internal teams, executive assistants, auditors, consultants, bankers, vendors, and other external stakeholders as appropriate.
Serve as the primary Lake Forest office point of contact with building management, facilities, security, IT, maintenance providers, and other vendors.
Oversee office supply, kitchen, coffee, mail, and conference room needs; coordinate repairs, service requests, visitor access, and lunch and meeting room readiness.
Manage the visitor and employee office experience, including reception coverage, badges, office communications, and day-to-day troubleshooting.
Support office-related events, team meetings, executive visits, and cross-functional gatherings with a high level of customer service and follow-through.
Support strategic- and Finance-related projects by tracking timelines, deliverables, meeting notes, owners, and follow-up items to ensure progress and accountability.
Assist with coordination of Finance processes and recurring activities, including audit requests, budget meetings, procurement workflows, and departmental communications.
Provide light system support, including maintaining distribution lists, access request tracking, SharePoint/OneDrive organization, workflow status logs, running reports, and basic user coordination with IT or system owners.
Provide accounting and administrative support, such as invoice routing, coding support, purchase order follow-up, vendor setup coordination, expense documentation, and reconciliation assistance under Finance guidance.
Maintain organized electronic and physical filing systems for Finance and office records, including appropriate naming conventions, version control, and retention practices.
Support maintenance of confidential Finance, executive, vendor, contract, audit, tax, insurance, and administrative records in accordance with company policies.
Identify opportunities to streamline administrative workflows, improve Finance team coordination, enhance office efficiency, and strengthen records organization.
Act like an owner with a sense of urgency, escalating issues appropriately and following through until completion.
Perform other duties and special projects as assigned.