Executive Assistant / Project Coordinator

A Chicago-based AEC firm is seeking a highly organized and proactive Executive Assistant/Project Coordinator to support its partnership team. You’ll have the opportunity to work closely with partners in a highly visible role where strong organization, attention to detail, and proactive support are essential. This is more than just an administrative position—it’s a key role focused on keeping daily operations running smoothly while managing priorities, anticipating needs, and ensuring consistent follow-through. The ideal candidate is self-directed, resourceful, and thrives in an environment where professionalism, urgency, and a strong work ethic are valued. This individual will also be comfortable collaborating across multiple areas of the business while providing high-level support from the firm’s Chicago office in the West Loop area. This full-time, onsite opportunity offers a competitive compensation package with a salary of up to $80,000, depending on experience and qualifications. The firm offers a comprehensive benefits package, including but not limited to health benefits, a 401(k) with company match, paid time off, commuter benefits, and employee rewards.

Responsibilities of the Executive Assistant/Project Coordinator:

• Provide executive-level administrative support to partners, including calendar management, meeting coordination, correspondence, and daily scheduling needs.
• Anticipate partner needs, manage follow-up items, and ensure completion of tasks with strong attention to detail and timely execution.
• Coordinate travel arrangements, including flights, accommodations, ground transportation, travel agendas, required documents, and expense reports.
• Serve as a liaison between partners, internal teams, clients, vendors, and external stakeholders while maintaining professionalism and confidentiality.
• Prepare reports, presentations, research, and meeting materials to support executive decision-making and business initiatives.
• Assist with quarterly goals, special projects, client meetings, and events while identifying opportunities to improve processes and efficiency.
• Act as a backup for office management responsibilities as needed while maintaining organized records, supporting administrative best practices, and ensuring smooth day-to-day operations.

Qualifications of the Executive Assistant/Project Coordinator:

• 7+ years of full-time, onsite experience as an Executive Assistant, Administrative Assistant, or similar administrative role in a professional office environment.
• Exceptional organizational skills with the ability to manage multiple priorities, coordinate requests, and maintain accuracy in a fast-paced setting.
• Strong follow-through skills with a proactive approach to completing tasks and ensuring deadlines are consistently met.
• Self-directed and resourceful with the ability to anticipate needs, take initiative, and work independently with minimal oversight.
• Excellent written and verbal communication skills with the ability to interact effectively with partners, teams, clients, and external stakeholders.
• Proficiency with Microsoft Office Suite and Adobe Suite, including experience with InDesign and PowerPoint; familiarity with project management tools and software is preferred.
• Strong judgment, discretion, and confidentiality when handling sensitive information; Bachelor’s degree in Business Administration or relevant experience required, with knowledge of EOS and Bloomgrowth considered a plus.

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