Executive Office & Admin Coordinator — Hybrid/Remote

Openkrill; United States; Remote; USD 48,000 - 60,000; Full time

Benefits offered by this job

Flexible work week

401k/RRSP matching

Mental health support

Paid sabbaticals

Generous parental leave

Flexible work options

Job summary

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

This role suits someone highly organized, resourceful, and energized by variety. You may coordinate vendor repairs, travel itineraries, or other tasks.

Qualifications

• 3–5 years of experience in office administration, facilities coordination, workplace operations, hospitality, or a related support role.
• Ability to make sound judgment calls independently, knowing what to own and what to elevate.
• Demonstrated experience proactively improving a process or system without being asked.
• Comfort managing vendor relationships and light negotiations on your own.
• Confidence in communicating and managing up with senior stakeholders and executives.
• Strong organization, attention to detail, and the ability to juggle multiple priorities in a fast-paced environment.
• Clear, professional written and verbal communication.
• Proficiency with office productivity tools, calendars, and building or vendor portals.
• Regular on-site presence in the Chicago office, including light physical tasks such as moving supplies or event materials.
• Ability to maintain confidentiality and exercise discretion.

Responsibilities

• Keep the Chicago office safe, organized, and running smoothly (common areas, meeting rooms, kitchens, and shared workspaces).
• Serve as the 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.
• Provide day-to-day administrative support to select Executives: scheduling, travel, expenses, and project coordination.
• Coordinate calendars and meetings, including conference room booking and video conference setup.
• Book travel and process expense reports in partnership with, and under the guidance of, the supervising Executive Assistant.
• Prepare correspondence, documents, and presentation materials; support data entry and formatting.
• Screen, route, and organize incoming emails and correspondence.
• Provide backup coverage across the EA team during PTO, high-volume periods, or transitions.
• Support ad hoc administrative and departmental projects assigned.

Skills

Organization

Vendor management

Communication

Calendar management

Independent judgment

Tools

Kastle access

Job description

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

This role suits someone highly organized, resourceful, and energized by variety. You may coordinate vendor repairs, travel itineraries, or other tasks.