Executive Admin / Office Manager

Clear Height Properties; Oak Brook (IL); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Unlimited PTO

Health insurance

401k with company match

Open seating office

Professional development

Job summary

Clear Height Properties in Oak Brook, IL seeks an Executive Administrative Assistant to support the leadership team and frontline operations. You will manage executive calendars, coordinate travel, handle the main office line and email, and oversee general office management for a multi-department organization.

You’ll interact with tenants, brokers, and vendors, maintain records, assist with board materials, and help prepare communications for investor calls.

Qualifications

• 3+ years of executive administrative or office management experience.
• Proficient in Microsoft Office and email/calendar tools.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities with discretion.
• Experience supporting leadership teams preferred.

Responsibilities

• Provide day-to-day executive support to the leadership team.
• Manage multiple executive calendars and travel arrangements.
• Prepare, format, and proofread correspondence, memos, and internal communications for leadership.
• Coordinate materials for leadership meetings, boards, and investor calls.
• Handle front-office coverage: main line and company email inbox.
• Oversee office management, vendor coordination, and supplies within budget.
• Support other departments as workload requires.

Skills

MS Office Suite

Executive support

Calendar management

Written & verbal communication

Discretion

Multi-department coordination

Job description

About Clear Height Properties

Clear Height Properties is an industrial real estate investment, management, and leasing firm based in Oak Brook, Illinois. The firm acquires, develops, and manages industrial assets, including warehouses, distribution centers, and manufacturing facilities, across the Chicago/Kenosha, Dallas, Indianapolis, and Ohio markets. CHP operates with an entrepreneurial mindset, an eye for value creation, and a commitment to building lasting relationships with tenants, brokers, and capital partners.

Our purpose is simple: Building Wealth and Creating Legacies - for our employees, investors, and communities. This purpose is supported by our five core values - Always Be Amazing - Make the Next Person Successful - Change is Part of the Journey - Do What You Say - Have Fun and Excitement Every Day.

The Role

The Executive Administrative Assistant provides day-to-day administrative support to the leadership team and serves as the primary point of contact for front-office operations at Clear Height Properties. The role manages executive calendars, handles incoming calls and email for the main office line, and oversees general office management, including supplies, cleanliness, and vendor coordination. Because the position sits centrally within the company, it also provides support to other departments, including asset management, property management, and leasing, as workload requires. This role reports to the leadership team and is expected to manage multiple priorities across departments on a daily basis.

What You Will Do

Executive & leadership support

• Provide day-to-day executive support to the leadership team (correspondence, scheduling, travel arrangements, expense reports)
• Manage multiple executive calendars, resolving conflicts and prioritizing time against shifting business needs
• Prepare, format, and proofread correspondence, memos, and internal communications on behalf of leadership
• Coordinate and prepare materials for leadership meetings, board meetings, and investor calls (agendas, decks, minutes)
• Arrange travel logistics, including flights, lodging, and itineraries
• Handle confidential information with discretion

Front office and phone/email coverage

• Serve as the first point of contact for the company, answering and routing main company phone calls
• Monitor and respond to the main company email inbox, directing inquiries to the right department
• Greet and direct visitors, brokers, tenants, and vendors arriving at the office
• Manage incoming and outgoing mail and shipments

Office management

• Order and maintain office supplies, snacks, and beverages within budget
• Maintain general office cleanliness and organization, including common areas and conference rooms
• Coordinate with building management and vendors on office maintenance, repairs, and cleaning services
• Manage relationships with office vendors (supply companies, catering, maintenance contractors)
• Set up and break down conference rooms for meetings and events
• Track and manage office equipment and coordinate IT/equipment requests with the appropriate team

Cross-departmental support

• Provide flexible, on-demand support to any department as needs arise, including asset management, property management, and leasing
• Assist with data entry, filing, and document preparation for property management and leasing teams
• Help prepare materials for tenant, broker, or investor-facing communications as requested
• Support onboarding logistics for new hires (workspace setup, welcome materials, first-day coordination)

Events and culture

• Assist with planning and executing company events, meetings, and employee engagement activities
• Support Culture Calendar programming and internal celebrations (birthdays, work anniversaries, holidays)

Administrative and records

• Maintain company files, records, and administrative systems, both physical and digital
• Process invoices, expense reports, or basic AP tasks as directed
• Track and order business cards, name plates, and other employee materials
• Assist with drafting and formatting internal policies, memos, or SOPs as needed

What We Are Looking For

• 3+ years of executive administrative or office management experience, ideally in a fast-paced or multi-department environment
• Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Excellent written and verbal communication skills
• Ability to manage competing priorities and shifting demands across departments
• High discretion with confidential and sensitive information
• Strong organizational skills and attention to detail

Why Clear Height Properties

• Unlimited PTO policy to support our team's needs and allow valuable time out of the office to spend with friends and family.
• Access to a full suite of benefits including medical, dental, vision, and life insurance with company contributions towards premium payments.
• Opportunity to contribute to a 401k retirement plan, including a generous company match contribution.
• Friendly and welcoming open seating style office to allow collaboration and personal synergy among employees.
• Professional development opportunities hosted by the company throughout the year to aid in each employee's personal and professional development goals.