Hybrid Executive Assistant and Workplace Coordinator bei PartsSource

Job Summary: 

We’re seeking a proactive and highly organized Executive Assistant and Workplace Coordinator to support key members of our Executive Leadership Team and manage the day-to-day operations of our Chicagoland–Hoffman Estates office. Join a people-first, performance-driven company at the intersection of healthcare and technology. In this dual role, you’ll play a vital role in maximizing executive productivity, supporting high-visibility meetings and events, and delivering a seamless, professional in-office experience for employees and guests. As part of the People & Culture team, you’ll also collaborate with HR, Workplace Coordinators and Executive Assistants across locations to drive employee engagement and internal events. 

What You’ll Do: 

Executive Support 

• Provide administrative support to a few ELT members, including complex calendar management and meeting logistics 

• Coordinate travel, expenses, and meeting prep with accuracy and speed 

• Handle confidential communications and act as a trusted liaison between executives and stakeholders 

• Serve as a trusted extension of executive leaders, filtering requests, anticipating needs, and helping prioritize time and communication. 

Leadership Coordination & External Engagement 

• Support logistics for Board meetings, executive offsites, and strategic ELT events 

• Host high-touch engagements with candidates, customers, and investors 

• Partner with fellow EAs to coordinate shared calendars, event execution, and leadership alignment 

• Willingness to travel occasionally to support offsite meetings or events 

Office & Workplace Management 

• Oversee daily operations of the Hoffman Estates office, ensuring a clean, functional, and professional environment 

• Manage vendor relationships (facilities, food/beverage, maintenance), inventory, and contracts 

• Support new hire onboarding and workspace readiness in partnership with HR and IT 

• Serve as the primary onsite contact for vendors and visitors 

Event Planning & Internal Experience 

• Coordinate logistics for President’s Club, trade shows, leadership offsites, and other executive-led events 

• Plan and support internal team events, town halls, and culture initiatives (e.g., lunches, happy hours, team building) 

• Collaborate with HR and leaders to ensure events are on-brand, well-executed, and aligned across onsite, virtual, and travel-based formats 

Administrative & Fiscal Coordination 

• Manage administrative and office budgets, expenses, and vendor invoices 

• Maintain documentation (e.g., seating charts, guest protocols, SOPs) 

• Recommend and implement process improvements to increase efficiency and clarity 

• Support scheduling and logistics for team meetings, training, and internal communications 

Who We Want to Meet 

What You’ll Bring – Education & Qualifications 

• 5+ years of experience in executive support, ideally supporting customer/external facing leaders 

• Bachelor's degree preferred but not required with relevant experience. 

• Experience managing an office or coordinating events is strongly preferred 

• High-growth, fast paced organizations 

• Must be proficient in Microsoft Office Suite (Outlook, Excel, PowerPoint, Teams) 

Bonus Points: 

• Chief of Staff–style or broad company-wide project management roles is a strong plus 

• Experience working with employee/internal communications 

• Experience with Concur, Zoom, or DocuSign is helpful. 

Core Competencies & Growth Attributes 

Act Like an Owner 

• Accountability & Execution – Follows through with urgency and precision 

• Attention to Detail – Delivers accurate work, especially across scheduling and logistics 

• Initiative & Follow-Through – Anticipates needs and ensures nothing falls through the cracks 

Collaborate to Win 

• Influence & Communication – Represents executives with professionalism and clarity 

• Teamwork & Collaboration – Works seamlessly with EAs, HR, and cross-functional partners 

Adapt to Thrive 

• Managing Ambiguity – Remains calm and responsive in dynamic, fast-changing environments 

• Organizational Agility – Navigates complexity while supporting strategic priorities 

Challenge the Status Quo 

• Courage & Conviction – Protects executive time and raises concerns diplomatically 

• Continuous Improvement – Seeks opportunities to simplify and enhance operations 

Serve with Purpose 

• Customer Centric – Creates meaningful, high-touch experiences for internal and external stakeholders 

• Service Orientation – Embodies a "how can I help?" mindset in every interaction