Executive Administrative Coordinator

Company

Our client is a privately held, self-funded real estate investment firm that owns and manages a portfolio of Class A office buildings in major US markets with more than 6 million square feet of rentable space. In addition, the firm owns more than 4 million square feet of high-quality retail shopping centers in Southern California and Arizona, with more than 2,500 acres of prime land to fuel future development and growth.

With a track record of more than 40 years of successful investments, the organization pays meticulous attention to product excellence, dedicated relationships, and long-term growth opportunities. Our client seeks an Executive Administrative Coordinator (“Coordinator”) in its Chicago headquarters to join the executive team and staff in facilitating efficient office operations and promoting a collaborative and enjoyable work environment.

Position

The Coordinator will provide dedicated, high-level support to the CFO, on-site staff and the family ownership group. The Coordinator role blends both traditional office executive support with personal assistant responsibilities, requiring exceptional multitasking abilities, judgment, and professionalism in managing priorities, communications, and day-to-day operations.

Key responsibilities include managing executive calendars, coordinating travel, and preparing materials for executive-level meetings. The Coordinator will also help track projects, facilitate communication across teams, and ensure timely follow-up on key deliverables.

This position also involves identifying opportunities to improve efficiency using technology and automation tools, as well as overseeing external support resources when needed. In addition to business-related responsibilities, the role will include handling occasional personal administrative tasks for the company’s executives and Board members.

The ideal candidate is highly organized, proactive, and discreet, with strong judgment and the ability to anticipate needs while maintaining a high level of professionalism and attention to detail.

Responsibilities

Office & Executive Support

• Provide comprehensive administrative support to leadership and a team of ~10 employees.
• Produce board meeting books and support board of directors in annual meetings.
• Handle confidential information with a high level of discretion.
• Provide human resources support, managing employee benefit renewals and changes and maintaining tracking of employee attendance/availability.
• Manage company calendars while scheduling meetings and travel arrangements.
• Coordinate lease/contract routing by receiving and formatting documents, securing required approvals and signatures, proactively tracking progress, and filing executed agreements.
• Maintain organized filing systems (digital and physical) and ensure document accuracy.
• Support office operations including supply management and vendor coordination.
• Update employee biographies, including onboarding support for new employees
• Maintain ownership entity records, such as state registrations and franchise tax reporting.
• Provide accounting and bookkeeping assistance in a back-up capacity.
• Coordinate internal and external meetings, including materials, and follow-ups.
• Serve as a central point of contact for office communications.
• Manage office equipment, FedEx and mail services, and company phone line.

Household & Personal Administrative Support

• Oversee corporate apartment in downtown Chicago, including scheduling vendors, repairs, and routine service.
• Coordinate with corporate apartment contractors and service providers.
• Assist with event planning.
• Monitor and organize service agreements, such as cleaning services.
• Ensure smooth and proactive support to family ownership.

Qualifications

• 10 years of experience as an Executive Assistant, Administrative Assistant, or similar role.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Experience supporting both professional and personal assistant functions is highly preferred.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• High level of discretion and confidentiality.
• Ability to multitask, prioritize, and adapt in a demanding environment.
• Strong problem-solving mindset with attention to detail.
• Self-starter with the ability to work independently.
• Ability to use AI and digital tools to improve efficiency and support executive tasks.

Personal Skills & Attributes

• Reliability and trustworthiness.
• Professional demeanor.
• Flexibility and adaptability.
• Strong interpersonal skills.
• Resourcefulness and proactive.
• Attention to detail and follow-through.
• Calm positive attitude.
• Adapts well under pressure.