Executive Administrative Coordinator

Northwestern Medicine; Chicago (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

Northwestern Medicine is seeking an Administrative Coordinator to provide high-level administrative support to multiple directors. The role requires independent judgment, superb organization, and strong interpersonal skills to maintain workflow and confidentiality.

You will manage calendars, plan events, prepare materials for leadership meetings, screen communications, and assist with special projects in a fast-paced health system.

Qualifications

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

Responsibilities

• Independently performs high level technical and administrative work supporting the division or unit.
• Serves as a project manager for a variety of special projects; conducts special studies and analyses and makes recommendations to resolve organizational, procedural and system problems.
• Creates and revises systems and procedures by analyzing operating practices, record-keeping systems, forms control, supplies inventory, and office layout.
• Implements changes independently for areas of responsibility. For issues outside responsibility, makes recommendations and, following managerial review, implements changes.
• Uses organizational software applications to research and prepare documents and presentations. Collects, analyzes, and manage data.
• 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, route as needed, identify additional resources needed to address and/or respond to the communication.
• Independently plans and executes events, activities, and meetings.
• Assists with creation, preparation, and distribution of materials to be presented to all levels of organizational staff.
• Reads, researches, and routes correspondence while maintaining security and confidentiality of highly sensitive information.
• Authors responses on behalf of director or department
• Develops and maintains relationships with all internal and external customers including patients, providers, staff and vendors.
• Records meeting discussions by attending meetings and recording key discussions and conclusions.
• May perform other duties as assigned.

Skills

Microsoft Office

PowerPoint

Excel

Interpersonal skills

Organization

Education

Associates Degree or equivalent

Bachelor's degree

Tools

Microsoft Office Suite

Job description

Northwestern Medicine is seeking an Administrative Coordinator to provide high-level administrative support to multiple directors. The role requires independent judgment, superb organization, and strong interpersonal skills to maintain workflow and confidentiality.

You will manage calendars, plan events, prepare materials for leadership meetings, screen communications, and assist with special projects in a fast-paced health system.