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.
WAYS YOU'LL CONTRIBUTE
Keep the Chicago office safe, organized, and running smoothly (common areas, meeting rooms, kitchens, and shared workspaces)
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/FedEx, 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.
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.
OFFICE MANAGEMENT (Chicago HQ)
ADMINISTRATIVE SUPPORT (EA Team Support)
WHAT YOU BRING TO THE TABLE
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 escalate, even with incomplete information.
Demonstrated experience proactively improving a process or system without being asked.
Comfort managing vendor relationships and light negotiations (pricing, scheduling, service issues) on your own.
Confidence in communicating and managing up with senior stakeholders and executives.
Strong organization, attention to detail, and the ability to juggle multiple priorities in a fast-paced environment.
Clear, professional written and verbal communication.
Proficiency with office productivity tools, calendars, and building or vendor portals.
Regular on-site presence in the Chicago office, including light physical tasks such as moving supplies or event materials.
Ability to maintain confidentiality and exercise discretion.
BONUS POINTS
Experience working directly with commercial building management teams or facilities vendors.
Familiarity with emergency preparedness, visitor access, or security/access administration (e.g., Kastle, SOC 2).
Experience supporting employee events, executive meetings, or vendor transitions.
Experience with expense, travel, or coworking platforms.
Skills Required
- 3-5 years of experience in office administration, facilities coordination, workplace operations, hospitality, or a related support role
- Ability to make sound independent judgments and know what to own or escalate
- Experience proactively improving a process or system
- Experience managing vendor relationships and light negotiations involving pricing, scheduling, and service issues
- Confidence communicating with and managing up to senior stakeholders and executives
- Strong organization, attention to detail, and ability to manage multiple priorities
- Clear, professional written and verbal communication skills
- Proficiency with office productivity tools, calendars, and building or vendor portals
- Regular onsite presence in the Chicago office and ability to perform light physical tasks
- Ability to maintain confidentiality and exercise discretion
- Experience working with commercial building management teams or facilities vendors
- Familiarity with emergency preparedness, visitor access, or security/access administration
- Experience supporting employee events, executive meetings, or vendor transitions
- Experience with expense, travel, or coworking platforms
What the Team is Saying
Basis Compensation & Benefits Highlights
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Leave & Time Off Breadth — Policies are described as including flexible/unlimited PTO, year‑round half‑day Fridays, and a paid three‑week sabbatical at tenure milestones. Feedback suggests these practices signal an emphasis on recharge and flexibility beyond standard offerings.
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Parental & Family Support — Offerings include up to 16 weeks of paid leave for birthing parents, 8 weeks for non‑birthing parents, and adoption/surrogacy support with financial assistance and access to Maven. Feedback suggests the package addresses multiple family‑building paths in a structured way.
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Retirement Support — The 401(k) program is characterized by a company match (e.g., 50% up to 8%) with immediate vesting in multiple sources. Feedback suggests this structure provides meaningful long‑term savings support.
Basis Insights
What We Do
Basis is a leading global provider of automation software designed specifically for enterprise marketers. Our platform, Basis, is the industry’s only comprehensive digital media solution that seamlessly integrates programmatic, site-direct, advanced TV, search, and social media within a single interface. By unifying these functions, Basis simplifies complex and disconnected media operations, automates repetitive tasks, and minimizes manual processes, enabling marketing teams to focus on strategy and creativity. Our software is built to consolidate various tools and systems, driving productivity while ensuring that advertisers maximize the performance of their multi-channel media investments. With features that streamline workflows and improve efficiency, Basis delivers a powerful solution for optimizing campaign outcomes across multiple channels. Headquartered in Chicago, Basis is recognized not only for our innovative technology but also for our dedication to creating an outstanding workplace culture. Our commitment to our people and our customers underpins everything we do, as we continue to push the boundaries of what's possible in digital marketing automation.
Why Work With Us
Our mission is to make the ad industry better for everyone. We invest in our culture and support our employees – from development opportunities to competitive health and wellness programs. If you’re looking for a community that values your whole self, celebrates your wins, and has your back in challenging times – come change the industry with us.
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Basis Offices
Remote Workspace
Employees work remotely.
Basis empowers employees to work where they thrive. As a remote-first company, we trust our people to work remotely, AND offer access to our Chicago HQ and shared workspaces across the U.S., ensuring team members are supported where they are.
