Personal & Office Operations Coordinator

Teamficient; Chicago (IL); On-site; USD 25,000 - 33,000; Full time

Benefits offered by this job

Mileage/gas reimbursement

Statutory benefits (Illinois)

In-person work

Job summary

Teamficient is seeking a reliable, highly organized Administrative & Personal Assistant to support the CEO and family, while managing day-to-day organization and facilities upkeep of team locations in Chicago and Naperville.

This fully in-person role requires discretion, strong communication, and the ability to balance professional and personal priorities across multiple sites.

Qualifications

• Fully bilingual in English and Spanish (strong written and verbal skills).
• Valid driver's license, reliable personal vehicle, and active insurance.
• Experience as Administrative Assistant, Personal Assistant, Executive Assistant, or Office Manager preferred.
• Excellent time management and attention to detail; able to multitask under shifting priorities.
• Proficient with Google Workspace, Microsoft Office, email management, and calendar apps.

Responsibilities

• Provide day-to-day personal and administrative support to the CEO and family.
• Manage calendars, appointments, and personal and family-related logistics.
• Coordinate activities across Chicago and Naperville locations and ensure confidentiality.

Skills

Time management

Attention to detail

Problem solving

Multitasking

Tools

Google Workspace

Microsoft Office

Job description

Personal & Office Operations Coordinator

Company: Teamficient

Location: Chicago, IL / Naperville, IL / Deerfield

Work Arrangement: 100% In-Person

Schedule: Full-Time, Monday–Friday

Compensation: $22.00 per hour (Training Rate: $18.00 per hour)

Benefits: In accordance with applicable Illinois law

Language Requirement: Bilingual (English & Spanish)

Transportation: Reliable personal vehicle, valid driver's license, and active auto insurance required

Position Overview

Teamficient is seeking a reliable, highly organized, proactive, and trustworthy Administrative & Personal Assistant to provide administrative and personal support to the CEO and their family, while also managing the day-to-day organization and facilities upkeep of Teamficient’s office locations.

This is a fully in-person role requiring flexibility, exceptional communication skills, high discretion, and the ability to independently balance professional and personal priorities.

Onboarding & Training Details

• Expected Start Date: Late October 2026
• Shadowing & Training: Prior to officially assuming full duties, the candidate will complete a mandatory two-week in-person shadowing/training period with our current operations team (Jorge).
• Training Compensation: $18.00 per hour during the two-week shadowing period, transitioning to $22.00 per hour upon official start.

Work Schedule & Location Breakdown

This position requires working in person 5 days per week across three primary zones:

• 3 Days / Week: Teamficient’s Chicago Office
• 1 Day / Week: Naperville Location
• 1 Day / Week: Northern Chicago Suburbs

Note: Work-related travel outside the City of Chicago is eligible for gas reimbursement/mileage allowance in accordance with company policy.

Key Responsibilities

1. Executive & Personal Support (CEO & Family)

• Provide day-to-day personal and administrative support to the CEO and their family.
• Manage and coordinate family calendars, medical, dental, school, and personal appointments.
• Coordinate activities, schedules, and transportation logistics related to the CEO’s children.
• Make phone calls, confirm appointments, and follow up with service providers.
• Handle document organization, personal filing, and administrative record-keeping.
• Execute personal errands, research services/products, and handle time-sensitive requests.
• Maintain absolute confidentiality regarding all personal, family, and company information.

2. Driving School Operational Support (Naperville)

• Assist the CEO with administrative tasks for the operations of an affiliated driving school during Naperville office days.
• Organize and maintain documentation for students, instructors, and state compliance.
• Assist with class scheduling, appointment setting, and instructor/student follow-ups.
• Prepare, process, and track administrative forms and operational records.
• Manage pending operational tasks and track deadlines to ensure smooth school workflows.

3. Office & Facilities Support (Chicago & Naperville)

• Keep common areas, meeting rooms, kitchens, and workstations presentable, clean, and organized.
• Monitor office and kitchen inventory; place reorders before supplies run low.
• Coordinate with vendors, deliveries, maintenance technicians, and building management.
• Prepare meeting rooms and welcome visitors, clients, and partners professionally.
• Report maintenance issues and oversee resolution to ensure a functional working environment.

Qualifications & Requirements

• Language: Fully bilingual in English and Spanish (strong written and verbal skills in both).
• Transportation: Valid driver’s license, reliable personal vehicle, and active insurance.
• Experience: Previous experience as an Administrative Assistant, Personal Assistant, Executive Assistant, or Office Manager preferred.
• Skills: Excellent time management, high attention to detail, strong problem-solving abilities, and capability to multitask under shifting priorities.
• Tech Literacy: Proficient with Google Workspace, Microsoft Office (Word, Excel), email management, and digital calendar applications.
• Attributes: Proactive, trustworthy, punctual, and capable of handling high-trust personal and business information with absolute discretion.

Compensation & Benefits

• Base Pay: $22.00 per hour
• Training Pay: $18.00 per hour (first 2 weeks of shadowing)
• Travel Allowance: Mileage/gas reimbursement for work-related travel outside the City of Chicago
• Benefits: Statutory benefits provided in accordance with applicable Illinois and Chicago labor laws