Business Operations & Executive Coordinator

At WingXpand®

Locations:

Chicago (Schaumburg), IL

‍Type:

Full-time | Open 6/29/26 | Close 7/13/26

About WingXpand

WingXpand 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 Description

WingXpand 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 team
  • Draft professional correspondence, presentations, reports, and communications on behalf of leadership
  • Coordinate customer meetings, investor visits, board meetings, and company events
  • Order, receive, and track office, manufacturing, and operational supplies
  • Manage purchasing, vendor relationships, office services, and company subscriptions
  • Track inventory, company assets, and equipment to support daily operations
  • Maintain an organized, professional, and efficient office environment
  • Support recruiting by coordinating job postings, interview scheduling, candidate communications, onboarding, and new employeelogistics
  • Assist with human resources administration, employee records, onboarding documentation, benefits coordination, and cultureinitiatives
  • Help manage WingXpand's social media presence, company announcements, recruiting campaigns, and internal communications
  • Coordinate shipping, receiving, and day to day office operations
  • Maintain customer and business information within HubSpot and support administrative business processes
  • Support special projects across operations, marketing, human resources, finance, and leadership
  • Identify opportunities to improve processes, increase efficiency, and help the organization scale

Qualifications:

  • Bachelor's degree or equivalent professional experience
  • 3 to 8+ years of experience in business operations, executive support, office management, human resources, marketing,or a related role
  • Exceptional organizational and time management skills
  • Outstanding written and verbal communication skills
  • Excellent attention to detail with the ability to manage multiple priorities simultaneously
  • Strong judgment and professionalism when handling confidential information
  • Highly proficient with Microsoft Outlook, Excel, PowerPoint, and Word
  • Experience using HubSpot Customer Relationship Management software and other business productivity platforms
  • Self motivated with a strong sense of ownership and the ability to solve problems independently

Additional qualifications:

  • Experience supporting founders, CEOs, or executive leadership teams
  • Experience in aerospace, defense, manufacturing, technology, or startup environments
  • Experience coordinating recruiting, onboarding, and human resources administration
  • Experience managing purchasing, inventory, vendors, and office operations
  • Experience supporting social media, marketing, and internal communications
  • Experience coordinating travel, customer visits, trade shows, and company events
  • Project management experience with the ability to manage multiple priorities simultaneously
  • Experience improving business processes in a fast growing organization

What Else You Need to Know

To conform to U.S. Government aerospace technology export regulations, applicant must be a 'U.S. Person' (U.S. Citizen or a Permanent Resident/Green Card Holder).

If you are a self-motivated, results-driven individual with a passion for innovation and technology, we want to hear from you!

Apply Now