Executive Assistant & Administrative Coordinator

Chicago, IL

The Executive Assistant & Administrative Coordinator is a key partner to the senior leadership team, providing high-level executive support while overseeing administrative functions that ensure efficiency and organization across the company. Reporting to the CEO, this role serves as a trusted partner, anticipating needs and ensuring that the executive’s time is optimized, priorities are aligned, and key initiatives are executed with efficiency. This role supports a remote senior leadership team located across the country and requires some (likely 1x a week on average) presence in our Chicago office location, as well as occasional travel for leadership meetings and company events.

The ideal candidate is proactive, detail-oriented, and highly organized, with the ability to manage complex schedules, coordinate high-impact projects, and facilitate seamless communication across a distributed executive team.

Key Responsibilities

Executive Support

Provide comprehensive administrative and strategic support primarily to the CEO and occasionally to other senior leaders, including calendar management, travel coordination, and expense reporting
Act as a liaison between senior leadership and internal/external stakeholders, ensuring effective communication and follow-ups
Manage meeting logistics, including agenda preparation, note-taking, and action item tracking
Draft, edit, and prepare correspondence, presentations, and reports for executive meetings
Handle confidential and sensitive information with discretion and professionalism

Administrative & Office Operations

Oversee administrative functions to ensure smooth office operations on in-office days. This may also include supporting department initiatives, mail distribution, etc. for departments that are not located near the office
Manage vendor relationships and the primary point of contact for all matters related to the company’s physical office space in Chicago, IL
Support company-wide initiatives, events, and team engagement activities
Assist with onboarding coordination for senior hires and key administrative processes

Project Coordination & Special Initiatives

Assist in coordinating cross-functional projects, tracking deadlines, and ensuring timely execution of key initiatives
Research and compile data for decision-making and strategic planning
Identify and implement process improvements to enhance efficiency within the executive team

Travel & Meeting Coordination

Arrange complex multi-city travel itineraries for senior executives and the Board of Directors
Plan logistics for offsite Board meetings, leadership meetings, and company events
Occasionally travel to support offsites and events

Qualifications

Education:

Bachelor’s degree preferred, or equivalent experience

Experience:

5+ years of experience in executive support, administration coordination, or related roles, preferably in a fast-paced environment
Must be proficient in Microsoft Office and virtual communication platforms (Zoom, Teams, Slack, etc.).
Must have experience with project management and event planning

Skills:

Exceptional organizational and multitasking skills
Strong written and verbal communication
Ability to anticipate needs and proactively solve problems
Discretion in handling sensitive information
Flexibility and adaptability in a dynamic, hybrid work environment

Work Environment & Travel

• Remote First: We are a remote first company. This role does require some in-office presence, on average 1x per week.

• Remote support: Must be comfortable working with a distributed senior leadership team across multiple time zones.

• Travel: Occasional domestic travel required for executive meetings, company events, and leadership offsites.

First Stop Health jobs

Copywriter