Office & Administrative Coordinator
basis · Chicago, IL ·
- Work mode
- Remote
- Employment
- Full time
- Category
- Administration
- Experience
- 3+ years
ABOUT THE TEAM
The Executive Assistant team serves as a trusted partner to our leaders, providing seamless executive support, operational coordination, and workplace partnership. From managing complex priorities and executive operations to supporting office experiences and events, they help keep leaders focused, teams connected, and work moving forward. Known for their Raving Fan mindset, no task is too large or too small.
WAYS YOU'LL CONTRIBUTE
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 be coordinating a vendor repair one moment, prepping a travel itinerary the next. You bring a proactive, service-first mindset and the judgment to work independently while staying closely aligned with a small support team.
Reports to a Senior Executive Assistant, with a path to grow into broader executive support, office management, or facilities.
OFFICE MANAGEMENT (Chicago HQ)
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Keep the Chicago office safe, organized, and running smoothly (common areas, meeting rooms, kitchens, and shared workspaces)
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Serve as the primary on-site point of contact for building communications, facilities requests, maintenance, and emergency preparedness.
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Coordinate with building management and vendors to resolve office needs: repairs, supplies, deliveries, security, and general logistics.
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Manage office inventory, mail/FedEx, and vendor documentation, including Certificates of Insurance.
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Own the office event calendar and help coordinate meetings, training, and events (rooms, setup, catering, and access)
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Support coworking coordination with Colliers/Upflex, partnering with systems support on access or connectivity issues.
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Greet and assist visiting employees, candidates, clients, and guests.
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Provide day-to-day administrative support to select Executives: scheduling, travel, expenses, and project coordination.
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Coordinate calendars and meetings, including conference room booking and video conference setup.
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Book travel and process expense reports in partnership with, and under the guidance of, the supervising Executive Assistant.
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Prepare correspondence, documents, and presentation materials; support data entry and formatting.
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Screen, route, and organize incoming emails and correspondence.
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Provide backup coverage across the EA team during PTO, high-volume periods, or transitions.
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Support ad hoc administrative and departmental projects assigned.
ADMINISTRATIVE SUPPORT (EA Team Support)
WHAT YOU BRING TO THE TABLE
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3–5 years of experience in office administration, facilities coordination, workplace operations, hospitality, or a related support role.
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A track record of making sound judgment calls independently, knowing what to own and what to escalate, even with incomplete information.
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Demonstrated experience proactively improving a process or system without being asked.
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Comfort managing vendor relationships and light negotiations (pricing, scheduling, service issues) on your own.
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Confidence in communicating and managing up with senior stakeholders and executives.
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Strong organization, attention to detail, and the ability to juggle multiple priorities in a fast-paced environment.
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Clear, professional written and verbal communication.
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Proficiency with office productivity tools, calendars, and building or vendor portals.
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Regular on-site presence in the Chicago office, including light physical tasks such as moving supplies or event materials.
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Ability to maintain confidentiality and exercise discretion.
BONUS POINTS
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Experience working directly with commercial building management teams or facilities vendors.
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Familiarity with emergency preparedness, visitor access, or security/access administration (e.g., Kastle, SOC 2).
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Experience supporting employee events, executive meetings, or vendor transitions.
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Experience with expense, travel, or coworking platforms.