Executive Administrator - On Site

Job Description

Job Description

Position Description: About Us

We are a long-established, family-owned design/build firm with a passion for turning inspired ideas into beautiful, functional spaces. Our business thrives on collaboration, craftsmanship, and a deep commitment to quality. As we continue to grow, we're looking for an Executive Operations Administrator to support our leadership team by coordinating priorities, improving communication, and ensuring strategic initiatives stay on track across the organization.

Position Summary

The Executive Administrator serves as a trusted partner to the executive leadership team, providing high-level administrative and operational support to multiple senior leaders. This role plays a key part in keeping executives organized, facilitating communication across departments, coordinating strategic initiatives, and ensuring follow-through on key priorities.

The ideal candidate is proactive, highly organized, adaptable, and comfortable working with multiple leaders in a fast-paced environment. Success in this role requires exceptional judgment, discretion, and the ability to manage competing priorities while maintaining professionalism and confidentiality.

Key Responsibilities

• Facilitate weekly executive leadership meetings, including scheduling, agenda setting, and post-meeting follow-ups to ensure accountability and alignment across all departments.
• Coordinate executive schedules while balancing competing priorities and business needs.
• Prepare correspondence, presentations, reports, and executive-level communications
• Manage the CEO’s complex calendar, ensuring seamless coordination with internal and external stakeholders.
• Organize and facilitate leadership meetings, including scheduling, agenda preparation, meeting materials, recording action items, and following up on deliverables.
• Ensure accountability by tracking commitments and providing timely reminders and status updates.
• Serve as a bridge between the CEO and other executives (President, Director of Operations, Director of Sales, VP of Marketing, President of Architecture, etc) to support communication and action alignment.
• Track key initiatives and deliverables, ensuring progress remains on schedule through regular check-ins and reporting mechanisms.
• Provide support in drafting communications, preparing presentations, and organizing executive-level documentation and correspondence.
• Champion the firm’s values by supporting a culture of integrity, accountability, and collaboration across all levels of leadership.

Qualifications

• 10+ years of experience supporting senior executives or executive leadership teams.
• Experience supporting multiple executives simultaneously.
• Proven experience in a Chief of Staff, Executive Assistant, or similar leadership support role—ideally in a fast-paced, entrepreneurial or creative business environment.
• Exceptional organizational skills and a demonstrated ability to manage complex workflows and competing priorities.
• Excellent written and verbal communication skills.
• High level of discretion with confidential information.
• Strong interpersonal skills with the ability to build relationships across all levels of the organization.
• Self-starter with excellent follow-through and attention to detail.
• Ability to work independently while collaborating effectively with leadership.

Core Competencies

• Executive Presence
• Comfort Around Higher Management
• Diligence
• Organization
• Bias for Action
• Integrity and Trust
• Stability

Preferred Qualifications

• Experience supporting executive leadership teams in a growing organization.
• Previous experience in architecture, construction, remodeling, real estate, or professional services.
• Experience coordinating strategic projects and cross-functional initiatives.

Full Benefits Package: Medical, Dental, Vision, 401K, Life, Short Term Disability, Long Term Disability, On-Site Fitness Center and Paid Vacation/Personal Time Off.

To learn more about Airoom, please visit our website at:

Location: Lincolnwood, IL

Job Type: Full-time

Compensation details: 90000-90000 Yearly Salary

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