Administrative Asst - In Office.

Northwestern Mutual; Franklin (WI); On-site; USD 36,000 - 54,000; Full time

Job summary

Northwestern Mutual seeks an Administrative Assistant to support the Claims department, ensuring organized, confidential, and efficient operations. You will manage calendars, prepare reports, handle travel logistics, and assist with invoices while adapting to changing priorities in a fast-paced environment.

The role focuses on accuracy, discretion, and cross-functional collaboration with leaders and team members, with a move from Franklin to downtown Milwaukee anticipated in 2027.

Qualifications

• 3+ years of administrative, executive support, office coordination, or related experience.
• Strong communication and organizational skills are required.
• Proficiency with Microsoft Office and ability to learn new systems.

Responsibilities

• Provide day-to-day administrative and operational support to the Claims department.
• Coordinate calendars, meetings, and scheduling needs.
• Prepare and update presentations, spreadsheets, reports, and other business materials.
• Manage changing priorities and support evolving processes and workplace changes.
• Coordinate travel arrangements and related logistics as needed.
• Prepare, submit, monitor, and reconcile invoices and expense reports.
• Maintain department supplies and coordinate ordering.

Skills

Organization

Communication

Time management

Discretion

Independence

Adaptability

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Summary

The Administrative Assistant provides administrative and operational support to the Claims department, helping leaders and team members stay organized, connected, and focused on their priorities. This role is ideal for someone who is highly organized, proactive, comfortable with technology, and able to navigate a fast‑moving environment. As the Claims organization continues to evolve, change agility will be important. This individual should be comfortable adapting to changing priorities, processes, technology, team needs, and workplace transitions while maintaining a high level of accuracy and service. The role requires strong communication, sound judgment, attention to detail, and the ability to handle confidential and time‑sensitive information with professionalism.

Location & Workplace Transition

This position will initially be based in Franklin, Wisconsin. The role is expected to relocate to downtown Milwaukee, Wisconsin, with the transition currently anticipated to occur in approximately the second half of 2027. Candidates should be comfortable working from the Franklin location initially and transitioning to the downtown Milwaukee location when the move occurs.

Primary Duties and Responsibilities

• Provide day‑to‑day administrative and operational support to leaders and team members within the Claims department.
• Coordinate calendars, meetings, appointments, and scheduling needs.
• Prepare and update presentations, spreadsheets, reports, dashboards, correspondence, and other business materials.
• Help manage changing priorities and support the team through evolving business needs, processes, and workplace changes.
• Coordinate travel arrangements and related logistics as needed.
• Prepare, submit, monitor, and reconcile invoices and expense reports.
• Serve as a resource for technology access and services, including department PC/LAN needs when applicable.
• Maintain department supplies, anticipate future needs, and coordinate ordering.
• Capture meeting notes, decisions, and follow‑up items as needed.
• Organize information, documentation, and department resources to help ensure materials are accurate and accessible.
• Support projects and Claims initiatives by coordinating activities, tracking details, and assisting with follow‑up.
• Serve as a knowledgeable resource for administrative processes and office operations.
• Handle confidential, sensitive, and time‑critical information with discretion.
• Identify opportunities to improve organization, communication, and administrative processes.
• Perform additional department‑specific responsibilities as needed.

Qualifications

• 3 or more years of administrative, executive support, office coordination, or related experience.
• High school diploma or equivalent required; college coursework preferred.
• Intermediate proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Comfortable learning and working across a variety of technology platforms and business systems.
• Strong organizational, planning, and time‑management skills.
• Demonstrated ability to adapt to changing priorities, processes, and business needs.
• Ability to manage multiple priorities while maintaining accuracy and follow‑through.
• Strong written and verbal communication skills.
• Strong attention to detail and problem‑solving skills.
• Ability to work independently while collaborating effectively with leaders and team members.
• Ability to exercise discretion when working with confidential or sensitive information.

What Success Looks Like

Success in this position means being the person the Claims team can rely on to keep things moving even when priorities change. You anticipate needs, stay organized, communicate clearly, and adjust quickly when circumstances shift. You are comfortable learning new processes and technology, asking the right questions, and helping create stability and organization during periods of change. You take ownership of the details while understanding how your work helps the broader Claims organization operate effectively.

Skills You Have

• Administrative Service Delivery: Expert ability to manage executive‑level administrative operations, identify process efficiencies, and deliver accurate, timely support.
• Organizational Excellence: Expert ability to prioritize competing requests, manage complex calendars and travel, track commitments, and meet tight deadlines across multiple stakeholders.
• Attention to Detail: Expert accuracy when preparing schedules, communications, reports, presentations, meeting materials, and expense information.
• Organizational and Political Savvy: Expert ability to navigate a large corporate environment, coordinate resources, and build productive relationships with leaders and key partners.
• Emotional Intelligence: Expert judgment, discretion, diplomacy, and confidentiality when supporting executives and handling sensitive information.
• Technical and Digital Acumen: Expert proficiency with Microsoft Office, particularly Outlook, and the ability to use technology to organize work and improve efficiency.
• Business Acumen: Advanced understanding of business priorities and the judgment to make independent decisions, connect information, and anticipate executive needs.

This position has been classified as an Associated Person under NMIS guidelines and requires fingerprinting and completion of required form. Non-Registered Fingerprinted.

Compensation

• FINRA Compensation Range: Pay Range - Start: $26.09
• Pay Range - End: $39.13
• Geographic Specific Pay Structure: Structure 110: Structure 115:
• We believe in fairness and transparency. It’s why we share the salary range for most of our roles. However, final salaries are based on a number of factors, including the skills and experience of the candidate; the current market; location of the candidate; and other factors uncovered in the hiring process. The standard pay structure is listed but if you’re living in California, New York City or other eligible location, geographic specific pay structures, compensation and benefits could be applicable,

Grow your career with a best‑in‑class company that puts our clients' interests at the center of all we do.

Company Information

Northwestern Mutual is an equal opportunity employer that welcomes talented individuals of all backgrounds. We are committed to creating and maintaining an environment in which each employee can contribute creative ideas, seek challenges, assume leadership and continue to focus on meeting and exceeding business and personal objectives. At Northwestern Mutual, we believe relationships are built on trust. That our lives and our work matter. These beliefs launched our company over 160 years ago. Today, they're just a few of the reasons why people choose to build careers at Northwestern Mutual. What started in Milwaukee, WI has grown into 7,000+ home office professionals split across 3 campuses: New York City, Franklin and downtown Milwaukee (HQ) - each one bringing with it its own unique talent and culture. In a company with such a long and storied history, this may be the most exciting and important time to be a part of Northwestern Mutual as we are growing our digital and tech capabilities and are always on the lookout for bright, tech‑savvy candidates. Northwestern Mutual is an equal opportunity employer that welcomes talented individuals of all backgrounds. We are committed to creating and maintaining an environment in which each employee can contribute creative ideas, seek challenges, assume leadership and continue to focus on meeting and exceeding business and personal objectives.