Special Projects Assistant - On-Site Madison, WI

Gainwell Technologies LLC; Indianapolis (IN); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Flexible vacation policy

401(k) employer match

Comprehensive health benefits

Educational assistance

Job summary

Gainwell Technologies is seeking a Special Projects Assistant to support executive leaders and business operations on site in Madison, WI. This project-based role coordinates administrative activities, manages schedules and meetings, tracks projects, prepares reports and presentations, and helps ensure leadership priorities are completed accurately and on time.

Success requires strong organization, planning, and communication skills, plus proficiency in Office 365 and BI tools like Tableau or

Qualifications

• Strong organizational, planning, communication, and project-coordination skills.
• Proficiency with Microsoft Office 365 suite including Excel, Outlook, Teams, PowerPoint, Word, and OneNote.
• Experience preparing professional reports, presentations, meeting materials, and business documentation with high attention to detail.
• Experience supporting managers, senior leaders, executives, or business teams through calendar management, meeting coordination, reporting, or administrative support.
• Working knowledge of reporting, dashboard, or BI tools such as Tableau, Strategy, Power BI, or similar platforms is preferred.

Responsibilities

• Coordinate special projects, action items, deliverables, deadlines, reporting, and follow‑up activities to support timely completion of business priorities.
• Manage calendars, coordinate meetings and travel, identify scheduling conflicts, and help prioritize competing business demands.
• Prepare meeting agendas, minutes, presentations, briefing materials, reports, dashboards, correspondence, and other professional documents.
• Coordinate leadership meetings, business reviews, external partner meetings, conference calls, and strategic planning sessions, including logistics and attendee support.
• Provide day‑to‑day administrative and office support while handling confidential and sensitive information with professionalism, discretion, and sound judgment.

Skills

Organization

Communication

Project coordination

Microsoft Office 365

Excel

Outlook

Teams

PowerPoint

Word

OneNote

Reporting

Dashboards

BI tools

Tableau

Power BI

Tools

Tableau

Power BI

Strategy

Job description

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Special Projects Assistant - On-Site Madison, WI

Date: Oct 30, 2026

Location: Indianapolis, IN, US, 46204-1077

It takes great medical minds to create powerful solutions that solve some of healthcare’s most complex challenges. Join us and put your expertise to work in ways you never imagined possible. We know you’ve honed your career in a fast-moving medical environment. While Gainwell operates with a sense of urgency, you’ll have the opportunity to work more flexible hours. And working at Gainwell carries its rewards. You’ll have an incredible opportunity to grow your career in a company that values work-life balance, continuous learning, and career development.

Summary

Join Gainwell as a Special Projects Assistant supporting executive leaders and business operations in a fast-paced environment. In this project-based role, you will coordinate administrative and operational activities, manage schedules and meetings, track projects and action items, prepare reports and presentations, and help ensure leadership priorities are completed accurately and on time.

Your role in our mission

• Coordinate special projects, action items, deliverables, deadlines, reporting, and follow‑up activities to support timely completion of business priorities.
• Manage calendars, coordinate meetings and travel, identify scheduling conflicts, and help prioritize competing business demands.
• Prepare meeting agendas, minutes, presentations, briefing materials, reports, dashboards, correspondence, and other professional documents.
• Coordinate leadership meetings, business reviews, external partner meetings, conference calls, and strategic planning sessions, including logistics and attendee support.
• Provide day‑to‑day administrative and office support while handling confidential and sensitive information with professionalism, discretion, and sound judgment.

What we’re looking for

• Strong organizational, planning, communication, and project‑coordination skills with the ability to manage multiple priorities and deadlines.
• High proficiency with Microsoft Office 365, including Excel, Outlook, Teams, PowerPoint, Word, and OneNote.
• Experience preparing professional reports, presentations, meeting materials, correspondence, and business documentation with strong attention to detail.
• Experience supporting managers, senior leaders, executives, or business teams through calendar management, meeting coordination, reporting, or administrative support.
• Working knowledge of reporting, dashboard, or business‑intelligence tools such as Tableau, Strategy, Power BI, or similar platforms is preferred.

What you should expect in this role

• Full‑time, on‑site position Monday through Friday at Gainwell Technologies in Madison, Wisconsin.
• Frequent coordination of fast‑moving priorities, calendars, meetings, deliverables, and time‑sensitive requests.
• Regular interaction with executive leadership, managers, staff, and external business partners while supporting confidential and sensitive information.
• Responsibility for project tracking, status reporting, meeting‑room readiness, office operations, and other administrative activities as assigned.
• Access to Gainwell’s competitive benefits package for eligible employees including medical, dental, vision, and 401(k) options in accordance with applicable eligibility guidelines.

We will accept applications on an ongoing basis through November and December 2026.

#LI-ONSITE

#LI-JT1

The pay range for this position is $41,900 - $59,800 per year, however, the base pay offered may vary depending on geographic region, internal equity, job-related knowledge, skills, and experience among other factors. Put your passion to work at Gainwell. You’ll have the opportunity to grow your career in a company that values work flexibility, learning, and career development. All salaried, full‑time candidates are eligible for our generous, flexible vacation policy, a 401(k) employer match, comprehensive health benefits , and educational assistance. We also have a variety of leadership and technical development academies to help build your skills and capabilities.

We believe nothing is impossible when you bring together people who care deeply about making healthcare work better for everyone. Build your career with Gainwell, an industry leader. You’ll be joining a company where collaboration, innovation, and inclusion fuel our growth. Learn more about Gainwell at our company website and visit our Careers site for all available job role openings.

Gainwell Technologies is an Equal Opportunity Employer, where all qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical condition), age, sexual orientation, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. Gainwell Technologies defines “wages” and “wage rates” to include “all forms of pay, including, but not limited to, salary, overtime pay, bonuses, stock, stock options, profit sharing and bonus plans, life insurance, vacation and holiday pay, cleaning or gasoline allowances, hotel accommodations, reimbursement for travel expenses, and benefits.