Program Coordinator

NOVUS Careers • Chicago, IL

1d • $55,000 - $65,000 • Onsite

About The Position

The Program Coordinator provides support to the Chief Executive Officer (CEO) and Chief Marketing Officer (CMO), ensuring their time, travel, and communications are managed efficiently and professionally. This role focuses on scheduling executive-level meetings, coordinating with other executives’ assistants, and managing logistics such as travel and expense reports, while also providing general administrative and office support to maintain smooth day-to-day operations. The position plays a key role in maintaining strong executive optics by ensuring interactions with clients, prospects, and partners are seamless and polished. Designed as an entry point to a broader career path in program management, this role offers exposure to cross-functional coordination, prioritization, and operational workflows that build foundational program management skills over time. Discretion, attention to detail, and professionalism are essential.

Requirements

• 2–3 years of experience in an administrative, executive assistant, coordinator, or office support role, including exposure to senior leaders or client-facing environments.
• Demonstrated experience with calendar management, scheduling, and travel coordination.
• Ability to coordinate professionally with other executive assistants and external partners.
• Strong organizational skills and attention to detail, with the ability manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Proven ability to handle confidential information with discretion, sound judgement and reliability.
• Ability to work independently, while also supporting team based and cross functional efforts.
• Proficiency with common productivity tools (e.g., Asana, Microsoft Office or similar platforms).
• Ability to work onsite in the office 2–3 days per week, based on business needs
• We are only looking for candidates in/around the Chicago Metro Area and do not offer relocation assistance.

Nice To Haves

• Interest in developing project and program management skills strongly preferred.

Responsibilities

• Manage calendars and schedule meetings for the CEO and CMO, including coordination with executive-level clients, prospects, and their administrative teams.
• Coordinate directly with executive assistants and administrative counterparts to ensure professional scheduling, communication, and meeting flow.
• Book business travel, including flights, hotels, and ground transportation.
• Prepare and submit expense reports accurately and on time.
• Oversee meeting logistics for onsite engagements, including room setup, catering, reservations, and timing.
• Ensure all executive interactions reflect a high level of professionalism and strong brand representation.
• Organize and manage documents and information with confidentiality and discretion.
• Assist with follow-ups, meeting preparation, and light correspondence as needed.
• Provide general administrative and office support to maintain smooth, organized, and effective day-to-day office operations.
• Support internal teams and growth initiatives as needed, including tracking action items, maintaining materials, and supporting project deliverables.
• Other duties as assigned by supervisor or department head.

Benefits

• NOVUS offers a full array of health care and wellness benefits, which currently includes medical, prescription, dental, vision, life and accidental death & dismemberment insurances, short and long-term disability, pre-tax flexible spending accounts, a health savings account, legal services, identity theft protection and an employee assistance program.
• Eligible employees are those that are full-time salaried or part-time salaried employees working 30 hours per week or more, as well as those whose eligibility is required by applicable state law.
• A group retirement savings plan is also available to all salaried employees.
• While the Company continually seeks to improve upon and add to its current benefits suite, it believes you will find the benefit programs as comprehensive as any in the industry.

What This Job Offers

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