Executive Assistant & Operations Coordinator

About the Role

Join Lily and Fox as the Strategic Executive Coordinator and become the essential partner to the CEO, Sean Barry. This pivotal position entails managing both professional and personal priorities to help build a leading brand and streamline executive and family operations.

Key Responsibilities

• Manage CEO's email inbox and calendar with precision, ensuring critical matters receive immediate attention.
• Lead the end-to-end hiring process including posting job listings, candidate screening, interview coordination, and preparation of the CEO as needed.
• Create and maintain weekly organized systems for overseeing business and personal priorities.
• Respond promptly and effectively to supplier communications.
• Coordinate family and social events alongside the CEO’s partner to ensure smooth logistics.
• Develop systems to facilitate efficient task delegation, decision making, and communication flow.

Daily Operations

• Shield the CEO's focus by filtering emails, batching requests, and blocking time for deep work.
• Handle scheduling and travel arrangements flawlessly, from meetings and flights to family plans, including research for dining and gifts.
• Manage team coordination by delegating tasks, tracking progress, preparing agendas, and keeping the team aligned without direct CEO involvement.
• Support family scheduling and events logistics.
• Build scalable systems like dashboards, SOPs, and checklists for business, family, and administrative routines.
• Manage personal administration such as tracking subscriptions, organizing receipts, and liaising with accountants to ensure seamless CEO personal affairs.
• Enhance relationships by sending thoughtful gifts, managing contacts, and preparing background summaries for impactful interactions.

Additional Duties

Engage in special projects including cross-department collaboration and leadership support tasks as needed.

Candidate Profile

• Operate with an ownership mindset and a serving attitude akin to a concierge.
• Bring order and structure to chaotic situations with exceptional organizational skills.
• Adapt quickly, managing diverse tasks such as booking dinners and scheduling interviews within short periods.
• Maintain high attention to detail with a proactive approach to action.
• Demonstrate discretion, initiative, and thoughtfulness in all interactions.
• Take pride in enabling the CEO and others to perform at their best.

Employment Terms

This role requires on-site presence at the Arlington Heights, IL location; remote work is not available.

Lily and Fox is an equal opportunity employer committed to inclusive hiring practices without discrimination based on legally protected characteristics.

The job description is subject to updates to reflect business needs and is not a binding contract. Employment is at-will, allowing termination by either party without prior notice or cause.

Salary Range: $80,000 to $110,000 annually