Administrative Assistant I

Advocate Aurora Health; Oak Brook (IL); On-site; USD 28,000 - 36,000; Full time

Job summary

Advocate Health seeks an organized administrative professional to support executives and teams with calendar management, travel coordination, and meeting logistics.

Ideal candidates will have at least 1 year of administrative experience, strong MS Office skills, and a customer-focused, discreet approach to handling confidential information in a fast-paced office environment.

Qualifications

• High School Diploma required.
• Typically 1 year of administrative support experience.
• Proficient in Microsoft Office (Excel, PowerPoint, Word).

Responsibilities

• Schedules and maintains calendars for appointments, meetings, and travel.
• Assists with travel arrangements and expense reporting.
• Organizes administrative aspects of meetings (agenda, site, food/beverage, technology, documents).
• Answers and screens calls, greets visitors, provides procedural information.
• Performs routine to moderately complex word processing and document creation.
• Compiles reports, graphics, and data; generates existing reports.
• Maintains filing systems and confidential records.
• Opens, reads, and prioritizes mail; initiates return correspondence.
• Conducts basic research and analysis to support administrative needs.
• Operates and maintains office equipment; orders supplies as needed.

Skills

Time management & prioritization

Confidentiality & discretion

Initiative & problem-solving

Written & verbal communication

Professional demeanor & customer focus

Microsoft Office proficiency

Organizational & multitasking

Attention to detail

Document creation & presentation prep

Education

High School Diploma

Tools

Microsoft Office

Job description

Major Responsibilities:

• Schedules andmaintainscalendars for appointments, meetings, and travel.
• Assistswith travel arrangements and expense reporting.
• Organizes administrative aspects of meetings (agenda, site, food/beverage, technology, documents).
• Answers andscreenscalls,greetsvisitors,providesprocedural information, and answers questions related to operational matters.
• Performs routine to moderately complex word processing and document creation. Make decisions on formatting and layout, editing for accuracy and consistency.
• Compiles reports, graphics, and statistical data.Createsreports under general instruction and displays data to support needs, including the generation of existing reports.
• Maintains filing systems and confidential records.
• Opens, reads, and prioritizes mail,initiatingreturn correspondence asappropriate.
• Conductsbasic research and analysis to support administrative needs.
• Operates andmaintainsofficeequipment;may order supplies as needed.

Minimum Job Requirements

Education

• High School Graduate

Certification / Registration / License

• None Required

Experience

• Typically requires 1 year of administrative support experience

Knowledge / Skills / Abilities

• Time management and prioritization.
• Ability tomaintainconfidentiality and use discretion.
• Initiative and independent problem-solving.
• Effective written and verbal communication.
• Professional demeanor and customer service orientation.
• Proficiencyin Microsoft Office (Excel, PowerPoint, Word).
• Organizational and multitasking abilities
• Diligence and attention to detail.
• Ability to create and compilesimple to moderately complex documents, reports, graphs/charts, and presentations

Physical Requirements and Working Conditions

• Normal office environment; occasionallifting up to 20 lbs.
• Prolonged periods of sitting, standing, and keyboard use.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.