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LIFELENZ · 1 month ago

Executive Admin & Office Coordinator

Chicago, Illinois, United States

Full-time

Hybrid

Mid, Senior Level

$30/hr - $45/hr

5+ years exp

LIFELENZ is a rapidly growing team building a machine learning-based, advanced analytics workforce and human capital management platform. The Executive Administrator & Office Coordinator will provide direct support to the CEO and CFO while managing the day-to-day operations of the Chicago office, ensuring operational efficiency and strong internal communication.

Software

Responsibilities

Provide comprehensive support to the CEO and CFO, including complex calendar management, travel coordination, and meeting logistics

Prepare and manage board materials, executive presentations, and leadership communications

Draft and proofread correspondence, ensuring professionalism and clarity

Coordinate leadership meetings, all-hands sessions, and offsites, including agenda development and follow-ups

Manage expense reports, procurement processes, and executive budget tracking

Handle confidential materials and communications with professionalism and discretion

Oversee day-to-day Chicago office operations, including vendor management, facilities, and office supplies

Serve as the primary liaison for building management, IT coordination, and visitors

Manage workspace organization, seating, and office logistics as the team expands

Plan and coordinate internal events and meetings to promote collaboration and culture

Partner with global HR and operations teams to support onboarding logistics for new hires

Partner with Finance, HR, and Operations on documentation, expense tracking, and reporting

Support internal communication efforts, team announcements, and scheduling

Help coordinate compliance and audit documentation as needed

Assist with client or partner meetings hosted in the Chicago office

Qualification

Executive supportCalendar managementTravel coordinationMicrosoft 365Google WorkspaceVendor managementCommunicatorDetail-orientedCollaborativeAdaptable