Administrative Coordinator

Job Title: Administrative Coordinator

Location: Chicago, IL

Industry: Real Estate Investment

Compensation: $65,000 - $80,000 annually, plus potential bonus

Work Schedule: Monday- Friday 100% in office

Benefits: This position is eligible for medical, dental, vision, and 401(k).

About Our Client:

Addison Group is partnering with our client, a well-established real estate investment and operating firm, to identify an Administrative Coordinator. This organization offers a collaborative culture, strong employee benefits, growth opportunities, and the chance to work closely with executive leadership in a dynamic and fast-paced environment.

Job Description:

The Administrative Coordinator will serve as a key member of the administrative team, providing high-level support to executive leadership while assisting with operational initiatives across the organization. This role is ideal for a proactive professional who thrives in a fast-paced setting, enjoys managing multiple priorities, and takes pride in delivering exceptional organizational and administrative support.

Key Responsibilities:

Executive & Administrative Support

• Manage complex calendars and scheduling for senior leadership, including recurring meetings, client meetings, and internal events.
• Coordinate travel arrangements, accommodations, dining reservations, and meeting logistics.
• Prepare and submit expense reports and assist with corporate credit card administration.
• Support meeting execution by coordinating technology, virtual meeting links, conference rooms, and materials.
• Facilitate document distribution, signature collection, shipping, and other business correspondence.
• Track team schedules, time off requests, and availability calendars.

Operations & Project Support

• Assist with annual planning initiatives and preparation of executive-level reports and presentation materials.
• Maintain organizational memberships, subscriptions, and renewal schedules.
• Support planning and execution of company meetings, events, and team gatherings.
• Assist with licensing administration and compliance tracking in partnership with external vendors.
• Process invoices, maintain documentation, and support internal recordkeeping efforts.
• Help update internal procedures, policies, and operational resources.
• Provide administrative support on special projects and cross-functional initiatives as needed.

Qualifications:

• Minimum of 5 years of experience supporting executives, leadership teams, or senior stakeholders.
• Demonstrated experience managing calendars, travel arrangements, expenses, meeting coordination, and executive correspondence.
• Strong event and meeting planning experience, including coordination of recurring leadership meetings and company events.
• Advanced proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and OneNote.
• Exceptional written and verbal communication skills with strong attention to detail.
• Ability to handle confidential information with discretion and professionalism.
• Strong organizational and time management skills with the ability to prioritize competing deadlines.
• Comfortable working independently while also contributing to a collaborative team environment.
• Interest in learning and utilizing emerging technologies, including AI tools and automation platforms.

Additional Details:

• Direct Hire opportunity
• Supports two senior executives and provides additional support to leadership across the organization

Perks:

• Bonus potential
• Strong benefits package backed by institutional investment partners
• 401(k) with company match
• Stable organization with long-tenured employees
• Opportunity to work directly with executive leadership
• High visibility role with exposure to strategic business initiatives
• Growth potential as the company continues to expand
• Collaborative, team-oriented culture that values initiative and professional development

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.