Business Operations & Executive Coordinator

Business Operations & Executive Coordinator At WingXpand®Locations:Chicago (Schaumburg), IL‍Type:Full-time | Open 6/29/26 | Close 7/13/26About WingXpandWingXpand is Expanding What’s Possible™ with Autonomous Systems, building long-endurance, backpackable smart plane drones and robotics systems that support defense, public safety, disaster response, and commercial missions. Our platforms operate across air, ground, and maritime domains, integrating autonomy, AI-powered sensing, edge computing, and networked systems to deliver real-world intelligence and threat detection. We design, build, and deploy complete systems — hardware, software, and data — and we move fast. As WingXpand scales, we are seeking high performers to grow with our team.Position DescriptionWingXpand is seeking a highly organized, proactive, and resourceful Business Operations & Executive Coordinator to help keep our leadership team and company operating at full speed. This is not a traditional executive assistant role. It is an opportunity to become a trusted partner across nearly every part of the business, supporting executive operations, office management, purchasing, recruiting, human resources, marketing, internal communications, and special projects. No two days are the same. One morning you may be coordinating executive travel, preparing for a customer meeting, or organizing a leadership meeting. That afternoon you might be ordering production supplies, tracking inventory, onboarding a new employee, scheduling social media content, drafting correspondence on behalf of leadership, or helping execute a customer event. This role is for someone who thrives in fast paced environments, enjoys wearing many hats, and takes ownership of getting things done. You anticipate needs before they arise, communicate professionally, stay organized under pressure, and take pride in helping an entire organization perform at its best. If you enjoy solving problems, building efficient processes, and making a meaningful impact every day, we want to meet you.Key Responsibilities:Manage executive calendars, meetings, travel, and priorities for the leadership teamDraft professional correspondence, presentations, reports, and communications on behalf of leadershipCoordinate customer meetings, investor visits, board meetings, and company eventsOrder, receive, and track office, manufacturing, and operational suppliesManage purchasing, vendor relationships, office services, and company subscriptionsTrack inventory, company assets, and equipment to support daily operationsMaintain an organized, professional, and efficient office environmentSupport recruiting by coordinating job postings, interview scheduling, candidate communications, onboarding, and new employeelogisticsAssist with human resources administration, employee records, onboarding documentation, benefits coordination, and cultureinitiativesHelp manage WingXpand's social media presence, company announcements, recruiting campaigns, and internal communicationsCoordinate shipping, receiving, and day to day office operationsMaintain customer and business information within HubSpot and support administrative business processesSupport special projects across operations, marketing, human resources, finance, and leadershipIdentify opportunities to improve processes, increase efficiency, and help the organization scale Qualifications:Bachelor's degree or equivalent professional experience3 to 8+ years of experience in business operations, executive support, office management, human resources, marketing,or a related roleExceptional organizational and time management skillsOutstanding written and verbal communication skillsExcellent attention to detail with the ability to manage multiple priorities simultaneouslyStrong judgment and professionalism when handling confidential informationHighly proficient with Microsoft Outlook, Excel, PowerPoint, and WordExperience using HubSpot Customer Relationship Management software and other...