Executive Operations Coordinator

VEGA Partners LLC; Chicago (IL); On-site; USD 70,000 - 100,000; Full time

Job summary

VEGA Partners LLC in Chicago is seeking an adaptable Executive & Office Operations Professional to partner with the CEO on project tracking, confidential materials, and agenda planning. You will organize meetings, prepare materials, and ensure timely delivery across departments.

The role emphasizes discretion, reliability, and a hands-on approach to support business development, internal events, and cross-functional coordination in a fast-paced environment.

Qualifications

• 7+ years in administrative roles with 5+ years supporting an Executive.
• Proven skills in project management, executive support, and strategic coordination.
• Strong decision-making, discretion, and independent problem solving.
• Proficiency with Windows/Microsoft suite, Excel, PowerPoint, SharePoint, and CRM/PM tools.
• Excellent written and verbal communication; ability to build trust.

Responsibilities

• Coordinate with the CEO to track and prepare projects for review and approval.
• Maintain confidential materials and records with discretion and professionalism.
• Keep organized records to support continuity and decision-making.
• Facilitate weekly/monthly operational meetings, develop agendas, capture notes, and follow up.

Skills

Executive support

Project management

Strategic coordination

Independent decision making

Communication

Tools

Windows/Microsoft

Excel

PowerPoint

SharePoint

Zoho CRM

Asana

SurveyMonkey

Wordpress

Canva

Job description

IDEAL CANDIDATE

The ideal candidate is an individual with a dynamic skill set who is willing and eager to jump into a variety of project types to help solve problems. You will contribute to the firm’s growth by enabling the CEO to focus on strategic and business development priorities. This role is designed for someone who is deeply organized, intellectually curious, and energized by doing the work—not directing it. You’ll attend meetings, synthesize what matters, take on first conversations with external parties, and make sure priorities don’t slip. You will be obsessed with the growth of Vega, and willing to roll up your sleeves to contribute to it in whatever form that takes on a given day. This individual is able to adjust quickly to shifting priorities and urgent matters while maintaining composure and accuracy and maintain discretion and reliability during periods of high workload.

RESPONSIBILITIES

Executive and Administration

• Partner with the CEO to ensure projects are tracked and prepared for timely review and approval
• Manage confidential executive materials, communications, and records with a high degree of discretion and professionalism
• Maintain organized records and materials that support continuity, decision-making, and executive efficiency
• Facilitate weekly and monthly operational meetings, including agenda development, note capture, and follow-up tracking
• Distribute pre-read materials in advance and attach critical documents to calendar invites to ensure executive readiness
• Support executive expense processing, approvals, and reconciliation activities in accordance with policy and delegated authority
• Maintain audit-ready documentation and ensure compliance with applicable travel, expense, and approval policies
• Exercise discretion and accuracy when handling sensitive financial related information
• Support Business Development activities, proposal development and maintain sales pipeline
• Assist in facilitating executive working sessions, offsites, and strategy reviews
• Plan internal professional events
• Oversee end-to-end planning and execution of complex, time-bound projects
• Coordinate cross-departmental resources to ensure alignment, accountability, and on-time delivery

Office Operations & Coordination

• Maintain and build processes of firm’s digital tools and technology platforms (CRM, Microsoft, etc.)
• Support standing up and scaling new operating models, tools, or processes to support evolving business needs
• Ensure smooth coordination of essential office logistics, including printing, shipping, supplies, and catering for internal and external meetings
• Oversee processes general office management to ensure an organized and professional work environment
• Contribute to firmwide operational and administrative excellence initiatives by offering insights, sharing best practices, and supporting continuous improvement projects across the organization
• Complete additional project/administrative work as needed

Project Delivery Support

• Facilitate teamwork, promote cooperation, and exhibit a high level of professionalism
• Partner with project teams to ensure alignment, consistent practices, and seamless coordination
• Track action items and maintain accountability across project teams
• Write memos, prepare presentations, and develop materials that reflect the company’s strategic direction with precision and clarity
• Serve as a liaison to drive execution of deadlines and maintain visibility on initiatives

QUALIFICATIONS

• At least 7 years of administrative work including 5 years experience supporting an Executive
• Demonstrated excellence in project management, executive support, strategic coordination and independent decision making
• Demonstrated knowledge and understanding of PC applications, including Window/Microsoft, Excel, PowerPoint, SharePoint, Zoho CRM, Asana, SurveyMonkey, Wordpress, Canva and other relevant applications
• Demonstrated ability to identify and implement process enhancements and efficiencies
• Proven ability to perform effectively in a high-performance culture.
• Demonstrated ability to build consensus, establish trust and communicate effectively (written & verbal)

LOCATION

This role is based in downtown Chicago, IL, and requires flexibility to directly support the CEO.