Office & Administrative Coordinator

At Basis, we empower agencies and brands with cutting-edge software that automates digital media operations. Our all-in-one platform supports seamless planning, reporting, and financial reconciliation across direct, programmatic, search, and social media.

We’re not just building advanced technology; we’re also building a culture where passionate, motivated individuals come together to drive meaningful change. Our commitment to inclusivity and growth ensures our employees thrive both professionally and personally.

With our headquarters in Chicago, we offer flexible work options across the U.S. and Canada, including remote, hybrid, or on-site at headquarters.

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.

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.

• Keep the Chicago office safe, organized, and running smoothly (common areas, meeting rooms, kitchens, and shared work spaces)
• Serve as the primary on-site point of contact for building communications, facilities requests, maintenance, and emergency preparedness.
• Coordinate with building management and vendors to resolve office needs: repairs, supplies, deliveries, security, and general logistics.
• Manage office inventory, mail/Fed Ex, and vendor documentation, including Certificates of Insurance.
• Own the office event calendar and help coordinate meetings, training, and events (rooms, setup, catering, and access)
• Support coworking coordination with Colliers/Upflex, partnering with systems support on access or connectivity issues.
• Greet and assist visiting employees, candidates, clients, and guests.

• Provide day-to-day administrative support to select Executives: scheduling, travel, expenses, and project coordination.
• Coordinate calendars and meetings, including conference room booking and video conference setup.
• Book travel and process expense reports in partnership with, and under the guidance of, the supervising Executive Assistant.
• Prepare correspondence, documents, and presentation materials; support data entry and formatting.
• Screen, route, and organize incoming emails and correspondence.
• Provide backup coverage across the EA team during PTO, high-volume periods, or transitions.
• Support ad hoc administrative and departmental projects assigned.

• 3–5 years of experience in office administration, facilities coordination, workplace operations, hospitality, or a related support role.
• A track record of making sound judgment calls independently, knowing what to own and what to escape, even with incomplete information.
• Demonstrated experience proactively improving a process or system…