Office Coordinator and Executive Assistant

Job Description

Job Description

About the Role

We are seeking a friendly, organized, and dependable Office Coordinator and Executive Assistant to help keep our office running smoothly and create a welcoming experience for employees, clients, guests, and vendors.

This is a full-time, in-person position based in Skokie, IL 60076, Monday through Friday, 9:00 AM to 5:00 PM. This role is not remote or hybrid.

Compensation: $45,000–$60,000 per year, depending on experience, qualifications, and demonstrated ability to independently manage and take ownership of the role. Candidates with strong office-management or administrative experience who can proactively take ownership of office operations may qualify toward the higher end of the range.

As a key member of the office, you will serve as the first point of contact for visitors and deliveries while providing day-to-day administrative, logistical, and office support. The ideal candidate is proactive, detail-oriented, and comfortable taking ownership of a variety of tasks.

Key Responsibilities

Reception & Visitor Support

• Greet and welcome guests, clients, and visitors in a friendly and professional manner.

• Receive visitors arriving for meetings and direct them to the appropriate conference room.

• Receive and coordinate deliveries, ensuring packages are routed to the appropriate recipient.

• Help maintain a clean, organized, and welcoming reception area.

Mail & Deliveries

• Manage incoming and outgoing mail and packages.

• Sort and distribute incoming mail to employees and departments.

• Coordinate outgoing mail, packages, and shipments.

• Handle occasional local courier tasks as needed.

Office Events & Employee Engagement

• Coordinate logistics for employee birthdays, work anniversaries, office lunches, parties, and other team events.

• Coordinate food and beverage orders and assist with in-office setup and cleanup.

• Help ensure office celebrations and employee events run smoothly.

• Contribute to a positive, welcoming, and enjoyable office environment.

Office Supplies & General Office Support

• Monitor inventory of office, kitchen, and general supplies and ensure items are consistently stocked.

• Place and coordinate supply orders as needed.

• Help keep shared office spaces organized and well maintained.

• Assist with occasional local pickups, drop-offs, errands, and other ad hoc office needs.

• Provide general administrative and office support as needed.

• Provide administrative support to company executives and leadership as needed, which may include scheduling, coordinating meetings, preparing materials, handling correspondence, making reservations, and assisting with other executive support tasks.

Qualifications

• Previous experience in reception, office administration, hospitality, or a similar role preferred.

• Friendly, professional, and approachable personality.

• Strong organizational and time-management skills.

• Reliable, proactive, and comfortable working independently.

• Excellent attention to detail and follow-through.

• Ability to multitask, prioritize, and adapt to changing needs.

• Strong communication and interpersonal skills.

• Comfortable interacting with employees, clients, vendors, and visitors.

• Valid driver's license and personal vehicle required. The employee must have reliable access to their own vehicle and be willing to use it for occasional work-related errands, pickups, drop-offs, courier runs, and supply purchases during the workday.

• Ability to lift and carry typical office supply boxes and event materials when needed.

What We're Looking For

We are looking for someone who is organized, personable, resourceful, and dependable ; someone who naturally notices what needs to be done and takes initiative to get it done.

From welcoming a visitor and helping them find the right person, to making sure the office is stocked, mail is handled, and team events are organized, this role is an important part of creating a professional and enjoyable workplace.

If you enjoy being the person others can count on and take pride in keeping an office running smoothly, we'd love to hear from you.