Executive Assistant & Workplace Specialist

HugeInc; United States; Hybrid; USD 80,000 - 85,000; Full time

Job summary

HugeInc in Chicago, IL, seeks an exceptionally sharp Executive Assistant & Office Coordinator to support C‑Suite leaders and oversee day‑to‑day operations for the Chicago office. In an AI‑native environment, you will leverage modern tools to optimize time, coordinate complex calendars and travel, and keep logistics running smoothly, while maintaining confidentiality and poised leadership support.

This hybrid, 2‑days‑on‑site role demands proactive problem solving, strong communication, and the

Qualifications

• 5+ years of hybrid EA/office management experience.
• Proactive problem solving and anticipation.
• Strong written and verbal communication.
• Ability to manage complex calendars and travel.
• Comfort with AI-powered tools.

Responsibilities

• Manage executive calendars and meetings.
• Coordinate domestic and international travel.
• Oversee day-to-day Chicago office operations.
• Serve as gatekeeper and liaison for executives.

Skills

Hybrid EA / Office Mgmt

Calendar management

Travel coordination

AI productivity tools

Tools

AI tools

Scheduling platforms

Productivity suites

Job description

United States

Location: Hybrid | Chicago, IL.

About Executive Administration & Workplace Operations.

The Executive Operations & Workplace team at Huge is the connective tissue that enables our C-Suite and regional teams to lead with clarity, speed, and maximum impact. We build the operational runway, streamline systems, and cultivate high-energy office environments that allow our leadership and teams to focus on driving business outcomes. We act as strategic force multipliers—protecting executive capacity, orchestrating seamless cross-functional alignment, and ensuring both our digital workflows and physical spaces operate at peak velocity.

The role.

We are seeking an exceptionally sharp, proactive, and dual-minded Executive Assistant & Office Coordinator to support members of our C‑Suite while overseeing day-to-day operations for our Chicago office.

As part of a human‑first, AI-native environment, you treat modern tools and workflow automation as your secret weapons to optimize time, streamline logistics, and keep business operations running effortlessly. You bring impeccable judgment, poise under pressure, and the versatility to balance high‑level executive logistics with local workplace experience.

Location & Presence: This role operates on a hybrid schedule, requiring approximately 2 days per week on‑site in the office, with flexibility based on events, executive visits, and team attendance.

What you’ll do.

Executive Support & Strategic Operations

• Architect and protect complex, shifting executive calendars. You will book meetings and align executive time with strategic business priorities.
• Serve as a strategic gatekeeper, air‑traffic controller, and diplomat—filtering incoming requests, prioritizing urgent matters, and ensuring leadership is fully prepared for every engagement.
• Orchestrate complex domestic and international travel, high‑profile client dinners, executive offsites, and board‑level meetings down to the minute.
• Draft executive communications, manage meeting follow‑ups, and leverage modern AI/automation tools to streamline administrative workflows and data management.
  Confidentiality Stewardship: Handle sensitive organizational initiatives and executive communications with absolute discretion and composure.

Workplace & Office Management

• Facilities & Space Management: Maintain kitchen supplies, inventory, and conference room tech while overseeing daily office tidiness, vendor services, and building operations.
• Site Security & Access Control: Manage visitor check‑ins, physical and mobile keycard issuance (BluBox), building communications, and safety compliance.
• Culture, Events & Hospitality: Coordinate onsite guest visits, catered meetings, team events, charitable drives, and office atmosphere.
• Administrative & Local IT Support: Handle incoming/outgoing mail and shipments, provide basic onsite IT troubleshooting, and assist teams with local administrative filings.

What we’d like to see.

• 5+ Years of Hybrid EA / Office Management Experience: Proven track record supporting C‑Level executives while simultaneously managing physical office space in a fast‑paced agency, tech, or consultancy environment.
• Exceptional anticipation skills. You don't wait for direction; you see three steps ahead, identify operational friction, and solve problems autonomously.
• Confident utilizing modern productivity platforms, scheduling tools, and AI‑powered assistants to maximize executive and workplace efficiency.
• Comfortable shifting seamlessly between high‑stakes C‑Suite logistics and hands‑on, local office operations.
• Exceptional written and verbal command with an innate flair for building warm, productive relationships across all levels of the organization.
• Calm, focused, and adaptable in high‑pressure environments where executive priorities and office needs shift rapidly.

This role is currently not available for hire or work in New Mexico, and Hawaii, USA.

About Huge.

Huge is an independent, human‑first AI-native design and technology company. We make things that matter by bringing AI, people, design and technology together as one system. With more than 1,000 design and technology experts working in hub cities around the world, including Bogotá, Chicago, Ho Chi Minh City, London, Los Angeles, Medellín, New York, San Francisco, and Washington, DC, we partner with some of the world’s most ambitious brands, including Google, NBCU, PepsiCo, Vail Resorts, Atlantic Health, and Candescent. Learn more at hugeinc.com .

Huge is committed to creating an inclusive employee experience for all. Regardless of race, gender, religion, sexual orientation, age, disability, or if you’re parenting the next generation of innovators, we firmly believe that our work is at its best when everyone feels free to be their most authentic self.

Huge is an equal opportunity employer (EOE). We strongly support diversity in the workforce. We are committed to an inclusive, barrier‑free recruitment and selection process and work environment. If you are contacted for a job opportunity, please advise us of any accommodation needed to ensure you have access to a fair and equitable process. Any information received relating to accommodation will be addressed confidentially.

Workers shall not be required to pay employers’ or agents’ recruitment fees or other related fees for their employment. If any such fees are found to have been paid by workers, such fees shall be repaid to the worker.

The salary range for this position is as listed below. Exactly where a prospective employee will be paid within this range will depend on, among other factors, the actual salary ranges for current and former employees who are either currently filling a similar role or did in the past; the candidate’s depth of experience and qualifications; the level of specialization the role requires; budgetary considerations; the market demand for that role and the local market conditions that exist where the employee will be based. For current Huge employees, tenure will also be a consideration.

Wage Disclosure

$80,000 - $85,000 USD