Executive Office Administrator
FREEMAN
Chicago, IL
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JOB DETAILS
SALARY
$59,700–$85,000 Per Year
LOCATION
Chicago, IL
POSTED
21 days ago
Sparks is a leading global brand experience agency, specializing in the design and execution of award-winning experiences that forge deep connections between brands and audiences. Recognized by Adweek as Experiential Agency of the Year, we bring a unique blend of strategic insight and execution excellence to every brand activation, corporate event, trade show exhibit, and immersive experience. Our commitment to creativity, innovation, and flawless execution drives us to craft impactful experiential marketing solutions that deepen relationships, inspire action, and build trust—all around the world.
Summary
This role is a dual-capacity position that balances day-to-day office administration for the Chicago office with executive-level administrative and operational support for the EVP of Event & Experience Operations. The role serves as a central connector for the Chicago office—supporting culture, onboarding, and employee experience—while also acting as a trusted administrative partner to senior leadership. This role is eligible to work a hybrid schedule, typically working 3 days per week in office based out of our Willis Tower location in Chicago, IL.
Essential Duties & Responsibilities
Chicago Office Administration & Employee Experience
+ Serve as the primary on-site administrative and cultural point of contact for the Chicago office
+ Coordinate office operations, including space readiness, supplies, vendor and delivery management, and light coordination with building management as needed
+ Support employee onboarding in partnership with HR, including office orientation, workspace readiness, and first-day experience
+ Maintain a welcoming, organized, and functional office environment that supports collaboration and connection
+ Coordinate internal office communications, updates, and logistics
+ Support culture-building initiatives and employee engagement activities, including serving as an operational partner to Code 10 volunteers by coordinating logistics, timelines, and follow-through
+ Assist with planning and execution of internal meetings, team gatherings, and occasional in-office events
Executive & Leadership Support
+ Provide executive-level administrative support to the EVP of Event & Experience Operations, including:
+ Calendar management and scheduling
+ Travel coordination and itinerary planning
+ Expense reporting and administrative approvals
+ Meeting preparation, agendas, notes, and action-item tracking
+ Anticipate executive needs and proactively support prioritization, preparation, and follow-up
+ Support executive communications, presentations, and special projects as needed
+ Maintain strict confidentiality and discretion when handling sensitive information
Operational & Administrative Support
+ Coordinate meetings, conference room scheduling, and catering as needed
+ Serve as a liaison with internal partners (IT, HR, Operations) to support office and executive needs
+ Assist with documentation, process organization, and administrative systems that improve efficiency and consistency
+ Support additional administrative or operational projects as assigned
+ Provide occasional after-hours support to accommodate executive needs, events, or business priorities (anticipated to be minimal)
Education & Experience
+ Bachelor’s degree preferred, or equivalent professional experience
+ 3–6 years of experience in office management, senior administrative support, or executive administration
+ Proficiency with Google Workspace, Microsoft Office, and collaborative project tools
+ Experience supporting senior leaders or executives in a fast-paced environment
+ Strong organizational skills with the ability to manage multiple priorities simultaneously
+ Demonstrated ability to exercise judgment, discretion, and professionalism
+ Excellent written, verbal, and interpersonal communication skills
+ Ability to work independently, anticipate needs, and proactively solve problems
+ Comfort working across teams and with employees at all levels of the organization
+ Strong attention to detail, positive attitude, and service-oriented mindset
What We Offer
Freeman provides benefits that aim to empower our people and their families to thrive mentally, physically, and financially. These are a handful of the types of programs and benefits our full-time people may be eligible for. There may be some variances in specific benefits across regions.
+ Medical, Dental, Vision Insurance
+ Tuition Reimbursement
+ Paid Parental Leave
+ Life, Accident and Disability
+ Retirement with Company Match
+ Paid Time Off
+ Salary range of $59,700 - 85,000 based on level of experience
Diversity Commitment
At Freeman, our commitment to diversity and inclusion is helping us to create not only a great place to work, but also an environment where our employees, our customers and our communities around the world can reach their goals and connect with each other. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status and other characteristic protected by federal, state or local laws.
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About the Company
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