What are the responsibilities and job description for the Executive Administrative Coordinator position at Addison Group?
Job Title: Executive Administrative Coordinator
Location: Chicago, IL
Industry: Architecture
Pay: $65,000 - $100,000 (dependent on experience level)
About Our Client:
Addison Group is hiring for our client, a leading design and planning architecture firm, seeking a proactive Executive Administrative Coordinator to support proposal development, contract preparation, and project coordination. This role also provides executive support to the Partner, facilitates client and consultant engagement, and helps streamline internal communication and documentation processes. This position offers strong opportunities for professional growth within the firm.
Key Responsibilities:
- Proposal & Contract Management: Assist in preparing and tracking proposals, reviewing AIA Owner/Architect Agreements, and managing legal documents.
- Administrative Support: Provide executive assistance, draft and review correspondence, and handle organizational tasks.
- Project Coordination: Support internal communication strategies, maintain project schedules, and facilitate document management.
- Client & Consultant Engagement: Follow up on agreements, proposals, and maintain professional relationships.
- Insurance & Compliance: Request, distribute, and manage insurance certificates.
- Marketing Support: Contribute to marketing strategies and promotional materials as part of the Marketing Committee.
- Attention to Detail: Proofread and edit documents to ensure clarity and professionalism.
Qualifications:
- Experience: 3 years in an administrative or professional support role (experience in architecture or engineering preferred).
- Technical Skills: Proficiency in Microsoft Office Suite (Excel, Word); experience with AIA contract documents, Mac-based applications (Pages, Numbers, Keynote), Google Apps, and Deltek Vision is a plus.
- Attributes: Highly organized, detail-oriented, proactive, and capable of managing multiple tasks in a fast-paced environment.
Additional Details:
- Flexible work schedule: Monday–Friday, 8:30 AM – 5:30 PM with a 1-hour lunch break.
- Hybrid work environment: 2–3 days onsite
Additional Notes:
This role is available for immediate start and offers growth potential, with the opportunity to advance into leadership roles within the organization.
Addison Group is an Equal Opportunity Employer. We provide equal employment opportunities (EEO) to all employees and applicants without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable laws. Reasonable accommodation is available for qualified individuals with disabilities, upon request.
Salary : $65,000 - $100,000
