Executive Office & Admin Coordinator

Basis; Chicago (IL); On-site; USD 59,000 - 65,000; Full time

Benefits offered by this job

Flexible work week

401k/RRSP matching

Mental health support

Parental leave

Paid sabbaticals

Job summary

Basis is seeking an Office & Administrative Coordinator to run day-to-day operations at our Chicago HQ and provide administrative support to our Executive team. You will be the face of the office, keeping it welcoming, organized, and running smoothly for employees, visitors, clients, and candidates.

You will coordinate calendars, travel, expenses, and projects, while collaborating with a small EA team. This is a fast-paced, on-site role with opportunities to grow into broader executive support

Qualifications

• 3–5 years of experience in office administration or related support role.
• Ability to make sound judgments independently and own tasks.
• Proven track record of improving processes without prompting.
• Experience managing vendor relationships and light negotiations.
• Excellent written and verbal communication; professional demeanor.
• Willingness to be on-site in the Chicago office.

Responsibilities

• Keep the Chicago office safe, organized, and running smoothly (common areas, meeting rooms, kitchens, and shared workspaces).
• Primary on-site point of contact for building communications, facilities requests, maintenance, and emergency preparedness.
• Coordinate with building management and vendors to resolve office needs: repairs, supplies, deliveries, security, and general logistics.
• Manage office inventory, mail/FedEx, and vendor documentation, including Certificates of Insurance.
• Own the office event calendar and help coordinate meetings, training, and events (rooms, setup, catering, and access).
• Support coworking coordination with Colliers/Upflex, partnering with systems support on access or connectivity issues.
• Greet and assist visiting employees, candidates, clients, and guests.

Skills

Strong organizational skills

Vendor management

Communication

Confidentiality

Proficiency with office productivity

Tools

Office productivity software

Job description

Basis is seeking an Office & Administrative Coordinator to run day-to-day operations at our Chicago HQ and provide administrative support to our Executive team. You will be the face of the office, keeping it welcoming, organized, and running smoothly for employees, visitors, clients, and candidates.

You will coordinate calendars, travel, expenses, and projects, while collaborating with a small EA team. This is a fast-paced, on-site role with opportunities to grow into broader executive support