Office Coordinator & Executive Assistant (Part-Time)

DL3 Realty•Chicago, IL

3d•Onsite

About The Position

The part-time Office Coordinator & Executive Assistant plays a key role in supporting the day-to-day operations of our office while providing administrative support to the CEO and leadership team. This position serves as the first point of contact for employees, visitors, clients, and business partners and helps create a professional, organized, and welcoming workplace. The ideal candidate enjoys variety, takes initiative, has strong attention to detail, and thrives in a role centered on organization and service. This role is ideal for someone who enjoys being the person others can rely on—someone who takes pride in creating an organized, welcoming workplace, anticipating needs, and supporting leadership. This is an excellent opportunity for an early-career professional looking to gain hands-on experience supporting executive leadership while learning the day-to-day operations of a growing entrepreneurial real estate firm.

Requirements

Bachelor’s degree in business, communications, hospitality, or a related field preferred.
1–2 years of experience in administrative support, executive support, office coordination, customer service, hospitality, or a related field preferred.
Internship or project experience will be considered.
Excellent organizational and time management skills with the ability to manage multiple priorities and maintain attention to detail.
Strong verbal and written communication skills with a professional and customer-focused approach.
Ability to exercise good judgment, solve problems proactively, and adapt in a fast-paced environment.
Professional demeanor with the ability to communicate effectively with executives, clients, vendors, visitors, and community partners.
Ability to work independently while collaborating effectively with leadership and team members.
Proficiency with Microsoft Office Suite required; experience with SharePoint or other business software is a plus.
Ability to maintain confidentiality and handle sensitive information with professionalism.

Nice To Haves

Experience with SharePoint or other business software is a plus.

Responsibilities

Open the office each morning and maintain a clean, organized, professional, and welcoming environment for employees, clients, and visitors.
Serve as the primary point of contact for visitors, incoming phone calls, mail, deliveries, and general office inquiries.
Coordinate meeting spaces, refreshments, and office hospitality, ensuring conference rooms and common areas remain presentable throughout the day.
Manage office operations, including supplies, inventory, equipment, vendor coordination, office maintenance, and general administrative needs.
Provide administrative support to the CEO and leadership team, including calendar management, meeting coordination, travel arrangements, conference registrations, and preparation of meeting materials.
Coordinate schedules, RSVPs, logistics, and administrative support for company, community, and industry events.
Maintain digital files, SharePoint records, contact databases, forms, and other business documentation.
Assist with document preparation, data entry, filing, scanning, and other administrative projects.
Support employee engagement initiatives, including team celebrations and workplace culture activities.
Represent the company professionally while interacting with clients, vendors, investors, government officials, and other external stakeholders.
Support special projects and initiatives across the organization.
Assist team members with administrative and operational needs to help meet deadlines and goals.
Perform other related duties as assigned.