Executive Administrative & Projects Coordinator

Northwestern Medicine; Chicago (IL); On-site; USD 52,000 - 72,000; Full time

Job summary

Northwestern Medicine is seeking an Administrative Coordinator to provide high-level administrative support to directors and teams in Chicago. The role requires independent judgment to manage projects, calendars, and communications with internal and external stakeholders.

The successful candidate will have 3–5 years in a business office, strong MS Office skills, and excellent interpersonal abilities. A Associates degree is required, with a BA preferred.

Qualifications

• Associates Degree or equivalent administrative experience.
• 3-5 years of 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.
• Preferred: Bachelor of Arts degree or business equivalent.

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

Interpersonal skills

Organizational skills

Independent thinking

Customer service

Education

Associates Degree or equivalent

Bachelor of Arts degree or business equivalent

Tools

Microsoft Office

PowerPoint

Excel

Job description

Northwestern Medicine is seeking an Administrative Coordinator to provide high-level administrative support to directors and teams in Chicago. The role requires independent judgment to manage projects, calendars, and communications with internal and external stakeholders.

The successful candidate will have 3–5 years in a business office, strong MS Office skills, and excellent interpersonal abilities. A Associates degree is required, with a BA preferred.