Executive Assistant & Office Manager

Coinflow, a Chicago-based fintech startup, is poised to disrupt the payment solutions industry by accelerating money movement. Our work environment is straightforward: you're here to grow your career and solve tough challenges  value collaboration and give you the support and autonomy you need to succeed. Our team is all about getting innovative, effective solutions out the door to help businesses reach their objectives quicker.

Coinflow has been growing extremely fast and for the next phase of growth we are looking to add an Executive Assistant and Office Manager who will be instrumental in keeping our operations running smoothly. This role will work directly with the CEO to manage executive priorities, coordinate key initiatives, and ensure our Chicago office environment supports our team's productivity and growth.

This position is meant for someone who thrives in fast-paced environments, excels at organization and problem-solving, and wants to be at the center of a high-growth fintech company.

Coinflow is seeking a highly organized and proactive Executive Assistant and Office Manager to support the CEO and ensure smooth daily operations. This individual will play a key role in managing executive priorities, coordinating cross-functional initiatives, and maintaining an efficient office environment that enables our team to focus on rapid growth. This role requires someone who can anticipate needs, solve problems independently, and thrive in a fast‑paced startup environment.

• Manage the CEO's calendar, travel arrangements, and correspondence, ensuring optimal time management and preparation for key meetings and priorities.
• Coordinate cross‑functional projects and initiatives on behalf of the CEO, tracking progress and ensuring timely completion.
• Own office operations including vendor management, supplies, equipment, facilities coordination, and creating a productive work environment.
• Plan and execute company events, team activities, and off‑sites that strengthen culture and collaboration.
• Serve as a liaison between the CEO and internal/external stakeholders, managing communications and follow‑ups.
• Support administrative needs for the executive team and board meetings, including agenda preparation, documentation, and action item tracking.
• Manage office budget and expense tracking for operations and team activities.
• Coordinate onboarding logistics for new hires and ensure smooth integration into the team.

• 3+ years of experience in executive assistant, chief of staff, or office management roles.
• Exceptional organizational skills with ability to manage multiple priorities and deadlines simultaneously.
• Strong written and verbal communication skills with high attention to detail.
• Proactive problem‑solver who can anticipate needs and take initiative.
• Discretion and professionalism when handling confidential information.
• Comfort with ambiguity and ability to adapt quickly in a high‑growth environment.

• Experience supporting executives in fast‑paced startup or fintech environments.
• Familiarity with project management tools and executive productivity systems.
• Background coordinating events and team activities.

• Competitive compensation and benefits package.
• Opportunity to work at the center of a high‑growth fintech startup.
• Direct partnership with leadership and visibility into strategic decisions.
• Collaborative and innovative work environment.
• A chance to make a tangible impact in a rapidly evolving industry.
• Equity at a fast‑growing, successful startup.

Mid‑Senior level

Full‑time

Administrative

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