Executive Administrative Coordinator

Northwesternmedicine; Chicago (IL); On-site; USD 52,000 - 75,000; Full time

Job summary

Northwestern Medicine is seeking an Administrative Coordinator to provide high-level administrative support to Directors, using independent judgment to execute projects and manage workflow. You will coordinate calendars, prepare materials and presentations, screen communications, and ensure confidentiality while delivering exceptional customer service and strong organizational skills.

Responsibilities include managing calendars, preparing documents, and facilitating meetings, with emphasis on

Qualifications

• Associates Degree or equivalent administrative experience.
• 3-5 years of experience in a business office with a strong emphasis on database management and customer service.
• Knowledge of Microsoft Office, PowerPoint and Excel.
• Ability to organize and think independently. Excellent interpersonal skills.

Responsibilities

• Prepares documents and manages data using NM software applications including Microsoft Office.
• Manages calendar; sets meeting priorities; identifies objectives of meetings and identifies materials needed for meeting; exercises judgment to ensure appropriate parties attend meeting.
• Screens incoming email, mail and telephone calls to assign priority to call and/or identify additional resources to manage caller's need.
• Independently plans and executes activities such as room scheduling, signage, catering, support staff and equipment, and preparation and distribution of notifications, in support of projects and meetings as appropriate.
• Assists with creation and preparation of materials, which are presented, to management, committees and subcommittees, particularly power point presentations and printed materials.
• Prepares, copies, mails, files documentation accurately and maintains security and confidentiality of highly sensitive information.
• Authors responses on behalf of Director or department.
• Performs other duties as assigned.
• Utilizes appropriate resources within the institution, division and department to manage and complete each assigned task and/or project.
• Develops and maintains relationships with all customer and suppliers, especially vendors who support equipment within the department.
• Provides support to Division Vice President as needed.
• Transcribes meeting content for designated meetings.
• Conducts internet research and identifies relevant topics based upon assignment.

Skills

Microsoft Office

Interpersonal skills

Communication skills

Customer service

Data management

Education

Associates degree or equivalent administrative experience

B.A. degree or business equivalent and 5 years business experience

Tools

PowerPoint

Excel

Microsoft Office

Job description

Northwestern Medicine is seeking an Administrative Coordinator to provide high-level administrative support to Directors, using independent judgment to execute projects and manage workflow. You will coordinate calendars, prepare materials and presentations, screen communications, and ensure confidentiality while delivering exceptional customer service and strong organizational skills.

Responsibilities include managing calendars, preparing documents, and facilitating meetings, with emphasis on