On-Site Admin Coordinator: Meetings & Board Prep

Northwesternmedicine; Huntley (IL); On-site; USD 42,000 - 56,000; Full time

Job summary

Northwestern Medicine is seeking an on-site Administrative Assistant to support executives and manage day-to-day meeting logistics in Illinois. The role requires strong MS Office skills (PowerPoint, Excel, Word) and calendar management, with attention to confidential information.

Responsibilities include scheduling, preparing board materials, stakeholder communications, and coordinating meeting logistics. Candidates typically have 3–5 years in a business office and an Associate degree or

Qualifications

• Education: Associate Degree or equivalent.
• Experience: 3–5 years in a business office with emphasis on database management and customer service.
• Knowledge of Microsoft Office (PowerPoint, Excel, Word) and strong organizational skills.
• Preferred: Bachelor's degree or business equivalent with 5 years of experience.

Responsibilities

• Manages calendar; sets meeting priorities and identifies materials needed.
• Screens emails, mail and calls to assign priority and coordinate resources.
• Plans and executes room scheduling, catering, and distribution of notifications.
• Assists with creation of materials for senior management and boards, especially PowerPoint presentations.
• Prepares and files documentation while maintaining confidentiality.
• Authors responses on behalf of Director or department.
• Develops relationships with customers and vendors; supports division VP as needed.
• Acts as Secretary for designated meetings and transcribes notes.

Skills

Organizational skills

Customer service

Interpersonal skills

Independent thinking

Education

Associate Degree or equivalent

Bachelor's degree or business equivalent

Tools

Microsoft Office

PowerPoint

Excel

Word

Job description

Northwestern Medicine is seeking an on-site Administrative Assistant to support executives and manage day-to-day meeting logistics in Illinois. The role requires strong MS Office skills (PowerPoint, Excel, Word) and calendar management, with attention to confidential information.

Responsibilities include scheduling, preparing board materials, stakeholder communications, and coordinating meeting logistics. Candidates typically have 3–5 years in a business office and an Associate degree or