Office Coordinator / Executive Assistant

Jorie AI•Oak Brook, IL

5d•Onsite

About The Position

The Office Coordinator / Executive Assistant plays a critical role in supporting daily business operations and providing high-level administrative support to company leadership. This position serves as the central point of coordination for office functions, executive scheduling, communications, meetings, and administrative processes. The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

Requirements

3-5 years experience in admin or EA role
Must be legally authorized to work in the USA.
No Contractors, No C2C, No Visa Sponsorship
No recruiting agencies.

Responsibilities

Manage executive calendars, scheduling meetings, appointments, and travel arrangements.
Coordinate and prepare meeting agendas, presentations, reports, and supporting materials.
Attend meetings as needed, record notes, and track action items and follow-ups.
Screen and prioritize communications, including emails, texts, phone calls, and correspondence.
Maintain confidentiality regarding sensitive business and personnel information.
Assist executives with special projects, research, and strategic initiatives.
Oversee daily office operations to ensure an organized, efficient, and professional work environment.
Coordinate office supplies, equipment, and vendor relationships.
Manage incoming and outgoing mail, shipments, and deliveries.
Maintain office records, files, and administrative documentation.
Support company events, meetings, training sessions, and employee activities.
Serve as the primary point of contact for office-related inquiries.
Assist with planning and coordinating cross-functional meetings and initiatives.
Track deadlines, deliverables, and project milestones.
Prepare reports, spreadsheets, and presentations for leadership review.
Help develop and maintain administrative procedures and best practices.