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Project Coordinator/Executive Assistant- Talent

In a nutshell:

IDEO Chicago is in search of a Project Coordinator who will coordinate the execution of multiple streams of Talent Programs in Chicago and across all of IDEO. This individual will be partnering with the Global Director of Recruiting and the Chicago Talent team to build strong internal and external relationships, creatively solve complex scheduling challenges, and ensure the completion of each project. The variety—and pace—is engaging , vast, and constantly evolving.

Why is this role important for IDEO’s work?

Project Coordinators make the biggest impact through organization, prioritization, empathy, and flexibility. They ensure that our teams, leaders, and designers are always prepared and meeting their deadlines. They set others up for success by juggling busy schedules and commitments.  They spot and creatively tackle hurdles two steps ahead of those they support. This role is critical when it comes to keeping the team moving forward in a coordinated way. We count on them to bring clarity to chaos, whether problem solving with internal stakeholders or ensuring external client needs are met, and to always follow through.

Once here you will:

  • Develop and drive project plans through to completion, including managing portions of the budget in collaboration with the Chicago Talent team and other Talent individuals across all nine of our locations.
  • Manage calendars for Chicago Talent and Global Recruiting programming by coordinating resources, relationships, and ensuring that production needs are met.
  • Help with day-to-day operations for project teams including managing portions of the budget (e.g. team building activities, catering, travel, etc.).
  • Identify opportunities to create new processes or behaviors that enable alignment, strong communication, and effective collaboration across multiple stakeholders including clients, project leaders, and other internal IDEO teams.
  • Act as the first point of contact for Chicago Talent team members and handle internal and external correspondence with appropriate tone, craft, and delivery.
  • Coordinate internal meetings and external engagements with a high level of tact and personalized service. This will also include surfacing key takeaways and capturing next steps in meetings.
  • Maintain an understanding of the big picture while balancing the core tasks of the role: scheduling meetings, arranging travel, creating and maintaining organizational systems, and managing expenses.

What does IDEO offer you?

IDEO is a place unlike any other where you can solve complex challenges alongside thoughtful individuals who lead with curiosity, empathy, and optimism. We work hard, but we also intentionally craft moments that allow our community to pause, create, and connect. We encourage our community to bring their whole selves to work, respect the need for work-life balance, and allow for autonomy in the design process.

Relevant Mindset:

  • You are an excellent communicator who can convey ideas quickly and clearly, both verbally and in writing.
  • You know how to hustle while maintaining a keen eye on the details.
  • You are a self starter and operate proactively. You solve problems with creative solutions, seize opportunities, and contribute fresh ideas. You are relentlessly resourceful, able to see a project from ideas through to completion, and will do what it takes to make it a success.
  • You are friendly, upbeat, and curious. You’re interested in learning new things, understanding needs, and have a positive attitude.
  • You care about excellence, taking pride in what you do and understanding how your efforts and contributions impact the project, the team, and the organization.
  • You’re a community builder, always finding ways to connect people. You thrive as part of a team that is working towards a common goal.
  • You are discrete, with a proven ability to manage confidential conversations with care.

Relevant Experience:

  • Minimum 2 years of strategic project coordination experience
  • Experience supporting major projects or senior executives
  • Track record of strong organizational and administrative skills
  • Passion for developing a career in service of making others successful
  • Previous experience developing presentations or programing for an organization
  • Exceptional interpersonal skills
  • Experience with client management
  • Experience in dealing with the complexities of event management


Equal Opportunity Employer

IDEO is an equal opportunity employer; applicants are considered for all roles without regard to race, color, religious creed, sex, national origin, citizenship status, age, physical or mental disability, sexual orientation, marital, parental, veteran or military status, unfavorable military discharge, or any other status protected by applicable federal, state or local law.