Project Coordinator - Administrative Assistant, Chicago, IL
Chicago, IL
Full Time
Experienced
PROJECT COORDINATOR | ADMINISTRATIVE ASSISTANT |
Location: Chicago, IL (North Side – Ravenswood/Bowmanville Office)
Employment Type: Full-Time
Voyage Advisory is seeking a sharp, detail-oriented Project Coordinator | Administrative Assistant who takes pride in keeping a business running smoothly. This role blends hands-on office management, executive support, team coordination, and project support. We are looking for someone who is proactive, organized, resourceful, and committed to delivering high-quality work. This is a role for a high performer who enjoys variety, solves problems independently, and brings a service mindset to supporting our team and clients.
PRIMARY RESPONSIBILITIES
1. Office Management
2. Executive Support
3. Team Support
4. Project Support
REQUIRED SKILLS AND EXPERIENCE
Education
Experience
Skills
WORK SCHEDULE
During the first 90 days, this role requires being in the office five days per week for onboarding and training. After that period, the schedule shifts to a hybrid model with four in-office days (Mon-Tue and Thu-Fri) and one remote day (Wed), with occasional flexibility for events, travel coordination, or urgent needs.
COMPENSATION AND BENEFITS
Compensation for this role will be competitive and commensurate with experience. Benefits include:
Location: Chicago, IL (North Side – Ravenswood/Bowmanville Office)
Employment Type: Full-Time
Voyage Advisory is seeking a sharp, detail-oriented Project Coordinator | Administrative Assistant who takes pride in keeping a business running smoothly. This role blends hands-on office management, executive support, team coordination, and project support. We are looking for someone who is proactive, organized, resourceful, and committed to delivering high-quality work. This is a role for a high performer who enjoys variety, solves problems independently, and brings a service mindset to supporting our team and clients.
PRIMARY RESPONSIBILITIES
1. Office Management
- Maintain a clean, organized, well-functioning office environment.
- Handle day-to-day tasks such as trash, dishwasher, stocking supplies, and receiving deliveries.
- Manage mail handling and package shipping/receiving.
- Coordinate with vendors (office cleaners, locksmiths, building management, Amazon Business, etc.).
- Oversee facility needs including HVAC, plumbing, and general office upkeep.
2. Executive Support
- Manage and maintain the Managing Director’s calendar.
- Coordinate travel bookings, reservations, and logistics.
- Run occasional errands or support personal-adjacent logistics when needed.
- Assist with scheduling for internal and external meetings.
- Maintain professionalism, confidentiality, and sound judgment in all interactions.
3. Team Support
- Coordinate onboarding and offboarding for employees and contractors.
- Set up system access (e.g., Slack, Zoom, Microsoft 365, Notion).
- Purchase laptops and equipment, prepare for use, and ship to employees as needed.
- Track company assets, including laptops and office equipment.
- Assist with time and expense review and follow-ups.
- Support employees with administrative needs and ensure they have the right tools.
- Assist with the planning of our team outings and leadership retreats, which includes finding a venue, coordinating travel plans, booking dinners, finding team building activities, etc.
4. Project Support
- Provide project management support for client, sales, marketing and internal initiatives as assigned.
- Prepare PowerPoint slides, documents, and meeting materials as needed.
- Assist with Statements of Work (SOWs), proposals, and sales-related materials.
- Support marketing tasks such as posting website content (Squarespace) or coordinating design assets.
- Draft and format documents on company letterhead, ensuring consistency with brand standards.
- Perform analysis in Excel, including organizing data, building simple models, and preparing summary tables.
REQUIRED SKILLS AND EXPERIENCE
Education
- Bachelor’s degree strongly preferred.
Experience
- Minimum 3 years in an administrative, project coordination, or office management role.
- Experience in consulting, professional services, or a fast-moving environment is a plus.
Skills
- Strong proficiency with Microsoft Office (Excel, Word, PowerPoint) and Google Workspace.
- Comfortable using project management and facilitation tools such as: Slack, Zoom, Notion, and Zendesk.
- Excellent organizational skills with the ability to prioritize multiple tasks.
- Strong written and verbal communication skills.
- High level of professionalism, confidentiality, and follow-through.
- Ability to anticipate needs and solve problems independently.
- Familiarity with marketing tools such as LinkedIn, Canva, Adobe, and Squarespace is a plus.
WORK SCHEDULE
During the first 90 days, this role requires being in the office five days per week for onboarding and training. After that period, the schedule shifts to a hybrid model with four in-office days (Mon-Tue and Thu-Fri) and one remote day (Wed), with occasional flexibility for events, travel coordination, or urgent needs.
COMPENSATION AND BENEFITS
Compensation for this role will be competitive and commensurate with experience. Benefits include:
- Health, dental, and vision insurance
- Disability and life insurance
- 401(k) with company match
- Paid vacation and sick time
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