EA & Events Coordinator

Executive Assistant and Events Coordinator


Location: Schaumburg, IL.

Department: Administration

Position Reports To: Director of Events Operations/Executive Assistant to CEO

Schedule: Monday to Friday, 8 am to 5 pm
(Occasional flexibility may be required based on business needs.)

Schedule Type: In office, 5 days a week

Salary: TBD

Travel: Required

Position Summary

Are you an energetic, proactive professional who thrives in a dynamic and fast-paced environment? We are seeking a highly organized and versatile Executive Assistant and Events Coordinator to support our Director of Events Operations/Executive Assistant to the CEO. This vital dual-role opportunity combines high-level administrative support with impactful event planning responsibilities that reflect SMG3's culture of operational excellence, customer focus, and service leadership.

The ideal candidate will be detail-driven, adaptable, and a strong communicator who can manage competing priorities while maintaining a positive and solutions-oriented mindset. You'll play a critical role in both executive support and event coordination, ensuring our internal operations run smoothly and our events make lasting impressions.

Core Responsibilities Executive & Administrative Support


-Provide administrative and operational support to the Director of Events Operations/Executive Assistant to the CEO

- Manage calendars, coordinate meetings, and maintain accurate scheduling for executives with exceptional attention to detail.
- Book and manage travel arrangements, itineraries, and accommodations, anticipating needs and addressing changes promptly.
- Prepare and reconcile expense reports, ensuring accuracy and timeliness.
- Help manage executive communication, including screening calls, emails, and messages to support focus and productivity.

-Oversee Honest Market (Ordering the food, organizing, and maintaining)
- Maintain absolute confidentiality and professionalism when handling sensitive information and executive-level communications.


Core Responsibilities Event Planning & Coordination


- Assist with the planning, logistics, and execution of internal and external events, including company-wide meetings, client events, offsites, holiday celebrations, trade shows, and employee engagement initiatives.
- Support the development and coordination of detailed event plans, including venue research, vendor management, catering, travel logistics, materials prep, setup/teardown, and guest support.
- Partner with HR, Marketing, and Sales to ensure events are aligned with strategic goals and brand standards.
- Contribute to the creation of branded event materials and presentations.
- Track budgets, timelines, attendee feedback, and event metrics to drive continuous improvement.
- Serve as a professional and welcoming point of contact for guests, vendors, and internal stakeholders during events.

Core Responsibilities Collaboration & Project Execution


- Support cross-departmental initiatives and special projects as directed by the Director of Events Operations/Executive Assistant to the CEO.

- Identify and implement process improvements for scheduling, coordination, communications, and event workflows.
- Take initiative in managing multiple priorities, shifting gears as needed to support urgent requests and team needs.
- Contribute to a positive and inclusive workplace culture grounded in SMG3's values.


Qualifications & Requirements


- 2+ years of experience in an executive assistant, events coordinator, or similar dual-support role.
- Proven ability to plan and execute successful events, both in-person and virtual.
- High proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and iPhone productivity tools; Salesforce experience is a plus.
- Excellent written and verbal communication skills with a professional, polished tone.
- Strong organizational and project management skills with a keen attention to detail.
- Ability to multitask and remain calm under pressure in a fast-paced environment.
- Experience supporting senior leadership or working within executive-level operations is highly preferred.
- Self-starter with high integrity, discretion, and a strong sense of ownership.
- Ability to work both independently and collaboratively within a team.
- Willingness to work occasional evenings or weekends to support events or high-priority projects.
- A customer-first mindset and a passion for creating meaningful, high-impact experiences.

Why Join Strategic Mobility Group (SMG3)

At SMG3, we believe that our people are the key to our success. We live our values every day, delivering excellence not just in our products and services, but in how we support each other and our clients. If you're ready to grow your career in a collaborative, customer-first environment, we'd love to hear from you.

Our Core Values at Work

At SMG3, we don't just talk about values, we live them:

Customer Focus: We prioritize the needs of those we serve.

Service Excellence: We go above and beyond to deliver outstanding service.

Integrity: We do the right thing, even when no one is watching.

Accountability: We take ownership of our actions and outcomes.

Teamwork: We support each other and win together.

Communication & Clarity: We speak honestly, openly, and with purpose.

Continuous Improvement: We challenge ourselves to get better every day.

Operational Excellence: We strive for efficient, reliable, and high-quality execution in all we do.