Executive Assistant / Office Operations Coordinator

We 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.

Executive & Scheduling Support

• Manage and anticipate a complex calendar, including professional and personal commitments
• Schedule and coordinate calls, meetings, depositions, conferences, and travel
• Use judgment to prioritize requests and protect focus time
• Prevent scheduling conflicts and ensure adequate preparation time
• Send confirmations, Zoom links, reminders, and follow-ups
• Communicate boundaries professionally on behalf of the executive when needed

Travel, Events & Logistics

• Research and book flights, hotels, conferences, ground transportation, and dining reservations
• Compare options and make recommendations based on timing, cost, and convenience
• Coordinate conference logistics and related arrangements

Shipping & Mail Management

• Prepare, send, and track shipments via FedEx, UPS, USPS, and DHL
• Handle time-sensitive and confidential materials
• Coordinate scanning, mailing, and receipt confirmation

Client Intake & Communication

• Serve as a first point of contact for law firms and professional clients
• Conduct intake calls and gather required information
• Schedule consultations and follow up as needed
• Communicate clearly and professionally by phone and email

Service Awareness & Upsell Support

• Understand the firm’s services well enough to identify client needs
• Explain available services clearly and confidently
• Support appropriate service expansion or upsell conversations

Office & Administrative Support

• Coordinate office vendors and supplies
• Maintain shared inboxes and ensure timely follow-up
• Support documentation, check handling, and administrative tracking

• Exceptional organizational and time-management skills
• Strong phone presence; personable, calm, and professional
• Experience managing complex calendars and competing priorities
• Comfort researching and booking travel and reservations
• Familiarity with FedEx, UPS, USPS, and DHL
• Ability to multitask without dropping details
• Discretion with confidential information
• Clear, professional written communication
• Comfort interacting with attorneys, physicians, and executives
• Ability to anticipate needs and work independently

• Executive assistant or professional services office experience
• Legal, medical, or consulting environment exposure
• Client intake or front-line administrative roles

Job Type: Full-time

Pay: $24.00 - $26.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule
• Health insurance

Standard shift:

• Day shift

Weekly schedule:

• Monday to Friday

Work Location: In Person in Westmont, IL 60559