Executive Assistant / Office Operations Coordinator

Role OverviewWe are seeking a highly organized, proactive Executive Assistant / Office Operations Coordinator to support a busy professional services office. This role combines executive support, client-facing communication, scheduling, and logistics coordination.The successful candidate will serve as a trusted coordination and prioritization partner to the executive—helping manage availability, protect focus time, and ensure that the executive’s schedule reflects true priorities. This role requires sound judgment, discretion, and the ability to redirect or defer requests professionally when appropriate.Key ResponsibilitiesExecutive & Scheduling SupportManage and anticipate a complex calendar, including professional and personal commitmentsSchedule and coordinate calls, meetings, depositions, conferences, and travelUse judgment to prioritize requests and protect focus timePrevent scheduling conflicts and ensure adequate preparation timeSend confirmations, Zoom links, reminders, and follow-upsCommunicate boundaries professionally on behalf of the executive when neededTravel, Events & LogisticsResearch and book flights, hotels, conferences, ground transportation, and dining reservationsCompare options and make recommendations based on timing, cost, and convenienceCoordinate conference logistics and related arrangementsShipping & Mail ManagementPrepare, send, and track shipments via FedEx, UPS, USPS, and DHLHandle time-sensitive and confidential materialsCoordinate scanning, mailing, and receipt confirmationClient Intake & CommunicationServe as a first point of contact for law firms and professional clientsConduct intake calls and gather required informationSchedule consultations and follow up as neededCommunicate clearly and professionally by phone and emailService Awareness & Upsell SupportUnderstand the firm’s services well enough to identify client needsExplain available services clearly and confidentlySupport appropriate service expansion or upsell conversationsOffice & Administrative SupportCoordinate office vendors and suppliesMaintain shared inboxes and ensure timely follow-upSupport documentation, check handling, and administrative trackingRequired Skills & QualificationsExceptional organizational and time-management skillsStrong phone presence; personable, calm, and professionalExperience managing complex calendars and competing prioritiesComfort researching and booking travel and reservationsFamiliarity with FedEx, UPS, USPS, and DHLAbility to multitask without dropping detailsDiscretion with confidential informationClear, professional written communicationComfort interacting with attorneys, physicians, and executivesAbility to anticipate needs and work independentlyPreferred ExperienceExecutive assistant or professional services office experienceLegal, medical, or consulting environment exposureClient intake or front-line administrative rolesJob Type: Full-timePay: $24.00 - $26.00 per hourBenefits:401(k)401(k) matchingFlexible scheduleHealth insuranceStandard shift:Day shiftWeekly schedule:Monday to FridayWork Location: In Person in Westmont, IL 60559

Salary : $49,920 - $54,080