Executive Assistant & Administrative Coordinator

Balani Custom Clothiers; Chicago (IL); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401K

Life insurance

Job summary

Balani Custom Clothiers is seeking an Executive Assistant & Administrative Coordinator to provide comprehensive support to the Vice President. This full-time role involves managing emails, vendor projects, and complex calendars, as well as ensuring smooth office operations. Ideal candidates should have a Bachelor's degree and 3+ years of experience in similar roles, along with strong problem-solving skills and tech-savviness. A competitive salary of $60,000-$75,000 is offered, along with benefits including medical, dental, and retirement plans.

Qualifications

• 3+ years of experience as an Executive Assistant or Administrative Coordinator.
• Strong grasp of administrative and operational functions.
• Tech savvy with various office equipment.

Responsibilities

• Support the Vice President with executive assistance.
• Manage the VP's email and triage incoming messages.
• Proactively manage vendor projects, timelines, and deliverables.
• Organize the VP's complex calendar including meetings and events.
• Oversee day-to-day office operations ensuring smooth workflows.
• Identify and improve internal processes.
• Track project milestones across multiple workstreams.
• Create a welcoming environment for clients.
• Assist in marketing with social media updates.

Skills

Project management

Email management

CRM management

Social media updates

Proactive problem solving

Attention to detail

Education

Bachelor's degree

Tools

Microsoft Excel

Microsoft PowerPoint

Google Suite

Job description

Job Title: Executive Assistant & Administrative Coordinator

Reports to: Vice President of Balani Custom Clothiers

Location: Chicago, IL

Job Type: Full-Time, Exempt, In-Person

We are seeking a polished, proactive, and highly organized Executive Assistant & Administrative Coordinator to support the Vice President of Balani Custom Clothiers. This role will help take the lead on managing the flow of projects, relationships, and other priorities that allows our leadership to focus on growing the brand.

JOB RESPONSIBILITIES

• Executive Assistant to the Vice President
• Monitor and manage the VP's email inbox – triaging incoming messages, flagging priority items requiring immediate attention and drafting responses with impeccable attention to tone, grammar and brand voice
• Vendor project management; keeping VP informed at every stage – proactively managing timelines, deliverables and driving projects to completion
• Manage complex calendars for the VP; including client meetings, vendor appointments, and Showroom events
• Attention to day-to-day office operations across Showroom locations, ensuring supplies, systems, and workflows run smoothly and consistently
• Continuously identify opportunities to streamline, challenge and improve internal processes
• Track action items, deadlines, and project milestones across multiple workstreams ensuring ongoing project movement
• Meet-and-greet clients creating a welcoming and professional environment
• Assist the Vice President and the marketing team with social media updates (including refreshing Facebook, Instagram, Twitter, etc.), sharing details about upcoming events and exciting news within the Balani community
• Must have ability to manage online CRM
• Responsibilities are not all-inclusive and will include other duties as assigned

IDEAL CHARACTERISTICS OF BALANI EMPLOYEES

• Proactive problem solver who takes initiative and anticipates needs instinctively
• Highly detail-oriented execution with strategic awareness
• Operates independently with strong decision-making abilities
• Strong sense of ownership and accountability
• Systems-oriented thinker with creative instincts
• Places importance on a routinely planned and organized day and life overall
• Prompt, reliable and accurate
• Calm, patient and emotionally aware
• Exudes top tier professionalism
• Brings positive energy and loves helping others

Education

• Bachelor's (Preferred)

Experience

• Brings 3+ years of experience as an Executive Assistant or Administrative Coordinator reflecting a strong grasp of administrative and operational functions
• Tech savvy; experience with various office equipment, such as printers, fax machines, projectors. Along with a solid proficiency in Microsoft Excel, Powerpoint and Google Suite
• Retail or similar industry experience a plus

Compensation

• $60,000-$75,000 annual salary; commensurate with experience

Benefits

• Medical, Dental, Vision, 401K, Life insurance