Executive Assistant & Workplace Specialist

HugeInc

11d • $80,000 - $85,000 • Hybrid

About The Position

The Executive Operations & Workplace team at Huge is the connective tissue that enables our C-Suite and regional teams to lead with clarity, speed, and maximum impact. We build the operational runway, streamline systems, and cultivate high-energy office environments that allow our leadership and teams to focus on driving business outcomes. We act as strategic force multipliers—protecting executive capacity, orchestrating seamless cross-functional alignment, and ensuring both our digital workflows and physical spaces operate at peak velocity.
We are seeking an exceptionally sharp, proactive, and dual-minded Executive Assistant & Office Coordinator to support members of our C-Suite while overseeing day-to-day operations for our Chicago office.
As part of a human-first, AI-native environment, you treat modern tools and workflow automation as your secret weapons to optimize time, streamline logistics, and keep business operations running effortlessly. You bring impeccable judgment, poise under pressure, and the versatility to balance high-level executive logistics with local workplace experience.
Location & Presence: This role operates on a hybrid schedule, requiring approximately 2 days per week on-site in the office, with flexibility based on events, executive visits, and team attendance.

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.

Responsibilities

• Architect and protect complex, shifting executive calendars. You will book meetings and align executive time with strategic business priorities.
• Serve as a strategic gatekeeper, air-traffic controller, and diplomat—filtering incoming requests, prioritizing urgent matters, and ensuring leadership is fully prepared for every engagement.
• 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.
• Handle sensitive organizational initiatives and executive communications with absolute discretion and composure.
• Maintain kitchen supplies, inventory, and conference room tech while overseeing daily office tidiness, vendor services, and building operations.
• Manage visitor check-ins, physical and mobile keycard issuance (BluBox), building communications, and safety compliance.
• Coordinate onsite guest visits, catered meetings, team events, charitable drives, and office atmosphere.
• Handle incoming/outgoing mail and shipments, provide basic onsite IT troubleshooting, and assist teams with local administrative filings.

Benefits

• Huge is committed to creating an inclusive employee experience for all. Regardless of race, gender, religion, sexual orientation, age, disability, or if you’re parenting the next generation of innovators, we firmly believe that our work is at its best when everyone feels free to be their most authentic self.
• Huge is an equal opportunity employer (EOE). We strongly support diversity in the workforce. We are committed to an inclusive, barrier-free recruitment and selection process and work environment. If you are contacted for a job opportunity, please advise us of any accommodation needed to ensure you have access to a fair and equitable process. Any information received relating to accommodation will be addressed confidentially.
• Workers shall not be required to pay employers’ or agents’ recruitment fees or other related fees for their employment. If any such fees are found to have been paid by workers, such fees shall be repaid to the worker.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed