Executive Administrative Coordinator

Beacon Hill; Chicago (IL); On-site; USD 70,000 - 90,000; Full time

Job summary

An established industry player is on the lookout for a proactive Executive Administrative Coordinator to join their dynamic team. This role offers an exciting opportunity to support proposal development, contract preparation, and project coordination within a leading architecture and design firm. If you are detail-oriented and thrive in a fast-paced environment, this position is perfect for you! You'll be instrumental in facilitating client and consultant engagement while providing essential administrative assistance to the Founding Partner. Join a collaborative environment that values organization and communication, and take your career to the next level with this fantastic opportunity!

Benefits

Medical Insurance

Dental Insurance

Vision Insurance

401(k) Matching

Annual Bonus

Employee Stock Ownership Plan (ESOP)

Tax-free Commuter Benefits

Discounted Divvy Membership

Customizable Work Schedule

Qualifications

• 3+ years of administrative experience, preferably in architecture or engineering.
• Proficiency in Microsoft Suite, especially Excel and Word.

Responsibilities

• Provide administrative support to the Founding Partner and manage correspondence.
• Organize proposal documents and prepare contracts with precision.

Skills

Administrative Support

Organizational Skills

Attention to Detail

Multitasking

Communication Skills

Education

3+ years of administrative experience

Tools

Microsoft Suite

AIA Contract Documents

Google Apps

Deltek Vision

Mac-based applications (Pages, Numbers, Keynote)

Job description

This range is provided by Beacon Hill. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$70,000.00/yr - $90,000.00/yr

Our client, a leading architecture and design firm, is seeking a proactive and detail-oriented Executive Administrative Coordinator to support proposal development, contract preparation, and project coordination. This role offers the opportunity for growth while providing administrative assistance to the Founding Partner and facilitating client and consultant engagement. If you thrive in a fast-paced environment and have a passion for organization, this position is perfect for you!

Primary Responsibilities:

1. Provide administrative support to the Founding Partner, handling correspondence and organizational tasks
2. Organize and track proposal documents with precision
3. Prepare and review contracts, including AIA Owner/Architect and Architect/Consultant agreements
4. Participate in preparing responses to Requests for Proposal/Qualifications
5. Coordinate project documentation, align project schedules, and support internal communication
6. Manage insurance certificates and client/consultant engagements
7. Maintain a structured electronic filing system
8. Contribute to marketing strategy and promotional material development
9. Ensure high standards of written communication and attention to detail

Qualifications:

1. 3+ years of administrative experience, preferably in an architectural or engineering setting
2. Proficiency in Microsoft Suite, especially Excel and Word
3. Experience with AIA Contract documents and Mac-based applications (Pages, Numbers, Keynote) is a plus
4. Familiarity with Google Apps (Sheets, Docs) and Deltek Vision is beneficial
5. Highly motivated, dependable, and able to multitask efficiently

Benefits: Includes a comprehensive employee benefits package includes medical, dental, and vision insurance, an annual bonus, 401(k) matching, and participation in our Employee Stock Ownership Plan (ESOP). Additionally, we offer tax-free commuter benefits, a discounted Divvy membership, and the flexibility of a customizable work schedule to support work-life balance.

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

Seniority level

Entry level

Employment type

Full-time

Job function

Accounting/Auditing, Project Management, and Writing/Editing

Industries

Architecture and Planning