Executive Administrator - On Site

Airoom Companies, LLC; Lincolnwood (IL); On-site; USD 90,000 - 115,000; Full time

Benefits offered by this job

Full benefits package

Job summary

Airoom Companies, LLC in Lincolnwood, IL is seeking an Executive Operations Administrator to support our leadership team by coordinating priorities, improving communication, and ensuring strategic initiatives stay on track across the organization.

The ideal candidate has 10+ years of experience supporting senior executives, exceptional organizational skills, and the ability to manage multiple leaders in a fast-paced, confidential environment. Full benefits are offered.

Qualifications

• 10+ years of experience supporting senior executives or executive leadership teams.
• Experience supporting multiple executives simultaneously.
• Proven background in Chief of Staff, Executive Assistant, or similar leadership support roles.

Responsibilities

• Executive Coordination: Facilitate weekly executive leadership meetings with scheduling, agenda setting, and follow-ups.
• Calendar & Schedule Management: Manage CEO calendar and coordinate with stakeholders.
• Leadership Team Coordination: Organize leadership meetings, prepare materials, track action items.
• Cross-Departmental Liaison: Bridge the CEO with other executives to align actions.
• Project Tracking & Accountability: Monitor initiatives and provide status updates.
• Executive Support: Draft communications and organize executive-level documentation.
• Culture & Values Alignment: Support integrity, accountability, and collaboration.

Skills

Executive coordination

Calendar management

Cross-department liaison

Project tracking

Communication

Discretion

Organizational skills

Independent work

Job description

About this position

Position Description: About Us We are a long-established, family-owned design/build firm with a passion for turning inspired ideas into beautiful, functional spaces. Our business thrives on collaboration, craftsmanship, and a deep commitment to quality. As we continue to grow, we're looking for an Executive Operations Administrator to support our leadership team by coordinating priorities, improving communication, and ensuring strategic initiatives stay on track across the organization. Position Summary The Executive Administrator serves as a trusted partner to the executive leadership team, providing high-level administrative and operational support to multiple senior leaders. This role plays a key part in keeping executives organized, facilitating communication across departments, coordinating strategic initiatives, and ensuring follow-through on key priorities. The ideal candidate is proactive, highly organized, adaptable, and comfortable working with multiple leaders in a fast-paced environment. Success in this role requires exceptional judgment, discretion, and the ability to manage competing priorities while maintaining professionalism and confidentiality. Key Responsibilities

• Executive Coordination: Facilitate weekly executive leadership meetings, including scheduling, agenda setting, and post-meeting follow-ups to ensure accountability and alignment across all departments.
  Coordinate executive schedules while balancing competing priorities and business needs. Prepare correspondence, presentations, reports, and executive-level communications

• Calendar & Schedule Management: Manage the CEO’s complex calendar, ensuring seamless coordination with internal and external stakeholders.

• Leadership Team Coordination: Organize and facilitate leadership meetings, including scheduling, agenda preparation, meeting materials, recording action items, and following up on deliverables. Ensure accountability by tracking commitments and providing timely reminders and status updates.

• Cross-Departmental Liaison: Serve as a bridge between the CEO and other executives (President, Director of Operations, Director of Sales, VP of Marketing, President of Architecture, etc) to support communication and action alignment.

• Project Tracking & Accountability: Track key initiatives and deliverables, ensuring progress remains on schedule through regular check-ins and reporting mechanisms.

• Executive Support: Provide support in drafting communications, preparing presentations, and organizing executive-level documentation and correspondence.

• Culture & Values Alignment: Champion the firm’s values by supporting a culture of integrity, accountability, and collaboration across all levels of leadership.

Qualifications

• 10+ years of experience supporting senior executives or executive leadership teams.
• Experience supporting multiple executives simultaneously.
• Proven experience in a Chief of Staff, Executive Assistant, or similar leadership support role—ideally in a fast-paced, entrepreneurial or creative business environment.
• Exceptional organizational skills and a demonstrated ability to manage complex workflows and competing priorities.
• Excellent written and verbal communication skills.
• High level of discretion with confidential information.
• Strong interpersonal skills with the ability to build relationships across all levels of the organization.
• Self-starter with excellent follow-through and attention to detail.
• Ability to work independently while collaborating effectively with leadership.

Core Competencies

• Executive Presence
• Comfort Around Higher Management
• Diligence
• Organization
• Bias for Action
• Integrity and Trust
• Stability

Preferred Qualifications

• Experience supporting executive leadership teams in a growing organization.
• Previous experience in architecture, construction, remodeling, real estate, or professional services.
• Experience coordinating strategic projects and cross-functional initiatives.

Full Benefits Package: Medical, Dental, Vision, 401K, Life, Short Term Disability, Long Term Disability, On-Site Fitness Center and Paid Vacation/Personal Time Off. To learn more about Airoom, please visit our website at: www.airoom.com Location: Lincolnwood, IL Job Type: Full-time