Administrative Assistant

• Monitor and maintain volunteer postings.
• Actively track, update, and manage volunteer listings across organizational platforms and external public boards (e.g., Serve Illinois, local community networks) to ensure visible pathways for individuals seeking qualification hours.
• Serve as the primary point of contact for all volunteer inquiries; promptly acknowledge and respond to high volumes of prospective volunteer emails, ensuring accurate timelines and clear next steps are communicated.
• Collect and screen preliminary volunteer details (names, dates of birth, and case details) to align their tracking requirements with Illinois Department of Human Services (IDHS) mandates.
• Schedule and conduct individual onboarding sessions for incoming volunteers on a rolling basis.
• Build and manage volunteer schedules to ensure participants are consistently provided enough service opportunities to securely meet their mandatory 20 hours per week (80 hours per month) threshold for SNAP Benefits.
• Educate incoming volunteers on organizational policies, site safety, and the rigid reporting mechanics required to log their hours accurately.
• Assist volunteers in accessing and utilizing the "Manage My Case" dashboard to verify their status, review state correspondence, and check the "Check if I meet SNAP work requirements" screening tools.
• Guide volunteers through the Illinois Application for Benefits Eligibility (ABE) portal (www.abe.illinois.gov), directly assisting them in troubleshooting account creation, password resets, and initial application entries if needed.
• Maintain an up-to-date understanding of Illinois Department of Human Services (IDHS) eligibility standards, income thresholds, and specific exemptions for both SNAP and Medicaid.
• Attend relevant training and convenings to stay updated on new trends, requirements, and compliance standards for SNAP and Medicaid eligibility.
• Complete, sign, and distribute official organization verification letters and state-specific compliance forms (such as the IDHS SNAP Activity Report Form IL444-2610).
• Support SNAP/Medicaid recertification of volunteers.
• Develop trainings for participants in the volunteer program.
• Keep internal logs of completed volunteer hours to match state records.
• Serve as the primary point of contact for internship inquiries and screening interns for various agency programs.
• Support scheduling for the Executive Director and Executive Team.
• Oversee administrative tasks for the Executive Director/Team such as obtaining signatures, managing credit card reconciliation (compiling receipts, filling out forms, sending to the finance department), reimbursement forms, supply requests and tracking PTO.
• Coordinate travel arrangements and prepare itinerary for ED external appearances, meetings, events, travel, conferences etc.
• Coordinate logistics for in-person meetings such as securing facilities and coordinating catering.
• Participate as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all E-team related meetings as appropriate.
• Assist the Executive Team in coordinating the agendas and taking minutes of various meetings.
• Support the Chief of Staff in secure speaking engagements and coordinates appearances for ED.
• Prepare and assemble reports and packets in advance of board meetings.
• Arrange all Board meetings in a timely manner including securing space, collecting all relevant materials for Board members, setting up conference lines, and taking minutes.
• Support administrative projects.
• Other Job duties as assigned.

Administrative Coordinator

• Provide administrative support to the Associate Corporate Counsel and other corporate leadership as assigned.
• Assist with organizing and maintaining contracts, leases, legal documents, and related records.
• Track key dates, action items, and project status updates across multiple departments.
• Maintain spreadsheets, logs, trackers, and departmental records.
• Assist with contract tracking software, lease files and software, policy documentation, and other corporate records.
• Coordinate meeting logistics, prepare materials, take meeting notes, and distribute follow-up items.
• Send reminders and assist with tracking outstanding tasks and requests.
• Help monitor policy and procedure review schedules and document updates.
• Organize correspondence, files, and electronic records to ensure information is easily accessible.
• Support payer relations, legal, human resources, and other corporate functions with administrative and organizational needs.
• Perform other administrative duties as assigned.

• Manages access to the directors by coordinating their schedules.
• Uses judgement and independence to make changes to schedules and matters of the directors.
• Prevents scheduling conflicts or anticipates and resolves conflicts competing with the director's schedule and or priorities.
• Maintains Kronos oversight and mileage reports for submission to Accounts Payable for all regions.
• Prepares productivity and payroll reports per directors' requests.
• Maintains administrative work flow by studying methods; implementing cost reductions; developing reporting procedures.
• Prepares licensure updates for submission to appropriate governing bodies with Executive Director approval.
• Prepares documents and statistical reports for the directors.
• Maintains continuity of administrative work operations by documenting and communicating needed actions to management; discovering irregularities; determining continuing needs.
• Contributes to organization success by welcoming related, different, and new requests; helping others accomplish job results.

Admin Assistant – Home Health

• Lead the ITS project portfolio by managing intake, prioritization, capacity planning, and resource allocation aligned with strategic goals.
• Maintain clear visibility into progress, risks, dependencies, and cross‑team impacts through consistent reporting and coordination.
• Partner with ITS leaders to align timing, resolve workflow dependencies, and strengthen long‑range planning and prioritization frameworks.
• Maintain consistent PMI‑aligned delivery standards across Agile, hybrid, and traditional projects through standardized tools, templates, and documentation.
• Support teams with requirements development, backlog management, planning, and execution while applying lessons learned and emerging best practices.
• Ensure effective change management by guiding user readiness, communication planning, and transition support.
• Lead, develop, and coach PMO team members—including IT Project Managers and Business Solution Analysts—through effective work assignments, feedback, and performance management.
• Foster a collaborative environment that supports cross-functional learning, professional growth, and shared ownership of delivery outcomes, while partnering with ITS leadership on resource planning.
• Promote delivery maturity across ITS by supporting PM/BA development, training opportunities, and communities of practice.
• Manage and track project budgets, expenditures, and vendor invoices to ensure financial accuracy and alignment with approved plans.
• Identify and communicate budget variances early, recommending mitigation strategies when needed.
• Support cost estimation, resource planning, and financial forecasting for ITS initiatives.
• Participate in after‑hours and weekend implementations, ensuring clear communication, issue escalation, and coordination across teams.
• Provide leadership oversight during releases and production transitions to support smooth, successful deployments.
• Maintain consistent quality standards across ITS projects by enforcing testing protocols, acceptance criteria, and QA processes.
• Oversee PMO tools, dashboards, and KPI reporting to maintain visibility into delivery health and performance.
• Analyze delivery trends, refine PMO metrics, and identify automation or AI opportunities to improve efficiency.

Manager, Project Management Office – PMO

• Support the software-defined organization by managing files, facilitating the transition to new digital formats, updating templates and standardizations, and contributing to continuous improvement initiatives
• Manage files, facilitating the transition to new digital formats, updating templates and standardizations and contributing to continuous improvement initiatives
• Provide technical support to staff for administrative software applications
• Perform word processing, proofreading, spreadsheet data entry and reporting
• Update specifications files
• Create and maintain internal resumes
• Manage proposal processes
• Research Companywide, department events and travel coordination
• Coordinate and support company training programs by scheduling, delivering to staff and managing all onboarding training logistics
• Create, prepare, track and present internal company-wide meetings including monthly, quarterly and ad hoc sessions
• Maintain an organized system for tracking and implementing policy and procedure updates ensuring compliance and efficiency, including proofreading these updates with 100% accuracy
• Research and purchase employee and client gifts, internal and external SWAG and manage related logistics to ensure timely delivery and adherence to budgetary guidelines
• Track and fulfill document requests ensuring accuracy and timely completion
• Monitor and manage the company’s general email inbox and phone messages responding to inquiries and directing them appropriately
• Special Projects as needed, including project management and coordination of small to moderate-scope initiatives
• Travel arrangements and booking industry events, including coordination and reservations
• Email and schedule management
• Company meeting presentation development and content coordination amongst contributors
• Expense management
• Special projects for Departmental Directors
• Assist with professional licensing
• Completion of Assigned Tasks and Deliverables on Time and on Budget
• Performs Other Related Duties as Assigned

Administrative Specialist

• Strategic Calendar Management: Prioritizing complex scheduling requests and adjusting to frequent last minute changes.
• Detailed Travel Coordination: Handling travel arrangements and creating timely expense reports.
• Active Team Support: Driving key team activities and events (such as all-hands meetings and social events) to promote a fun and team-oriented work environment.
• Communication & Ambassadorship: Circulating information, answering questions and acting as a team ambassador, fostering strong relationships with other Administrative Assistants and teams.

Senior Administrative Assistant – Operational Risk Management

• Manage executives’ calendars, schedule meetings, appointments, and travel arrangements
• Prepare and edit correspondence, communications, presentations, and other documents
• Coordinate and manage executive communications, including taking calls, responding to emails, and interfacing with clients
• Organize and maintain files, records, and documentation (physical and digital)
• Facilitate smooth communication between the executive and internal departments or external partners
• Track and follow up on projects, action items, and deadlines
• Arrange logistics for meetings, events, and conferences
• Handle confidential documents ensuring they remain secure
• Prepare reports and briefings for meetings
• Assist with personal tasks and errands, when necessary

Executive Administrative Assistant

• Overseeing the financial operations of various skilled nursing facilities within our network
• Traveling to different locations, ensuring the smooth functioning of business office operations
• Maintaining accurate financial records
• Upholding the highest standards of fiscal responsibility

Travel Business Office Manager

• Own payments, billing & orders: Drive the roadmap for the customer transactional experience across self-service and the call center.
• Ship MVPs: Define high-value MVPs, validate with real customers and CSRs, and iterate fast on friction and edge cases.
• Engage SMEs: Translate call center, CX, and billing expertise into clear specs, enriched with AI-generated documentation and prototypes.
• Execute: Drive with engineering and design to release production-ready features on compressed timelines.
• Drive the product lifecycle by defining use cases and technical requirements, collaborating on data model design, and conducting product testing to ensure key requirements are met.
• Own outcomes: Set KPIs (digital adoption/containment, first-contact resolution, CSAT, cost to serve) and manage dependencies across the platform.
• Wear many hats: Do whatever it takes to move the platform forward, and take on new areas of ownership as priorities evolve.

Senior Product Manager, Customer – Back Office

• Lead and manage all aspects of client sourcing, including guiding internal resources, facilitating requirements, conducting data analysis and research, and implementing identified opportunities alongside client senior management, leveraging an end-to-end strategic sourcing process.
• Design and execute strategy for contract negotiations including, but not limited to acquisitions, maintenance renewals, strategic cost optimization and terms/conditions improvements/standardizations
• Structure ill-defined problems, develop conceptual frameworks and analytical approaches, and create recommendations for client implementation.
• Independently structure, write, and present well-organized and persuasive end work product to clients.
• Develop new intellectual capital, including frameworks and analyses, to drive continuous improvement and innovation.
• Lead specific operational functions and strategic initiatives within the department by creating and executing strategic plans and managing designated team members
• Identify potential risks and obstacles to achieving goals, as well as improvements to approach, process, project management/execution and identify possible solutions
• Manage and direct consultant team to consistently execute on high quality client goals, contracted deliverables, and/or target results and enhance strategic insight/application and additional subject matter expertise
• Effectively manage and track workstreams, engage stakeholders, provide project/program reporting
• Serve as a mentor and team player, fostering the development of consulting staff and contributing to a collaborative work environment.
• Develop and facilitate positive working relationships with various internal groups, while leading initiatives that foster a safe, open, respectful and inclusive work environment
• Leverage global organizational framework to operationalize tactical client delivery.

Manager, Vendor Management Office

• Schedules appointments and gives information to callers.
• Relieves officials of clerical work and minor administrative details.
• Prepares correspondence, reports, spreadsheets, and meetings.
• Maintains calendars and assists in scheduling meetings and conferences.
• Manages Amion (scheduling) for physicians' schedules.
• Resolves routine inquiries and completes physician payroll and timekeeping.

Administrative Assistant – Full Time

• Serve as additional point of contact for clients, providing responsive and proactive support.
• Manage cash operations, including monitoring balances, processing transfers, and overseeing deposits.
• Prepare, review, and process invoices, wire transfers, and bill payments accurately and efficiently.
• Execute payroll and coordinate with third-party payroll providers as needed.
• Reconcile intercompany activity and review bank reconciliations to ensure accuracy.
• Prepare and review financial reports, including cash receipts/disbursements and accounts receivable aging.
• Assist with preparation of financial statements and tax filings, including 1099s and relevant city/state forms.
• Support client-related insurance, credit, and vendor communications in collaboration with the team lead.
• Collaborate with and provide guidance to team members and participate in training and development initiatives.
• Participate in team meetings and contribute to continuous improvement of client service.
• Perform additional duties to support client and team needs as required.

Account Manager I, Family Office

• Provide comprehensive administrative support to leaders and team members within an assigned Law & Regulation functional area
• Manage complex calendars, coordinate meetings and events
• Coordinate travel arrangements and prepare expense reports
• Draft, edit, proofread, and format correspondence, reports, presentations, and other business documents
• Support the day-to-day operational needs of an assigned functional area within Law & Regulation

Administrative Assistant – Operations & Project Support

• Overall management of business office activities in accordance with current applicable federal, state, and local standard guidelines and regulations
• Coordinating with the Central Billing Office on managing insurance payments, including private, Medicare, Medicaid, and other managed care
• Managing refunds for accounts receivable
• Maintaining appropriate logs and reports, not limited to, resident funds, census records, and case accounts

Business Office Manager

• Responsible for the overall management of business office activities in accordance with current applicable federal, state, and local standard guidelines and regulations, and as directed by the administrator.
• Responsible for coordinating with the Central Billing Office on managing insurance payments, including private, Medicare, Medicaid, and other managed care.
• Managing refunds for accounts receivable, and maintaining appropriate logs and reports, not limited to, resident funds, census records, and case accounts.

• Lead enterprise-scale programs with multiple projects and workstreams impacting enterprise-wide transformation initiatives and cross-functional partners.
• Own program scope, timelines, budgets, risks, dependencies, and delivery milestones from initiation through implementation.
• Drive execution of initiatives supporting strategic change and expansion of critical business capabilities.
• Align resources across business, technology, data, operations, risk, and other partners to achieve program objectives.
• Facilitate governance forums and prepare executive-level status updates, risk assessments, and decision materials.
• Track progress against defined business outcomes and benefits realization targets.
• Apply strong analytical judgment to solve complex problems and recommend practical, scalable solutions.

Senior Program Manager, Transformation Office

• Provide administrative and operational support to financial advisors and team members
• Maintain accurate client records using CRM systems, financial software, and other technology platforms
• Assist with preparing client meeting materials, reports, presentations, and deliverables
• Support client account paperwork and documentation processing
• Handle beneficiary, RMD, and QCD documentation
• Follow up with clients and financial institutions to resolve outstanding items
• Assist in resolving "Not in Good Order" account issues
• Answer incoming phone calls and provide exceptional client service
• Collaborate with team members to improve workflows, processes, and the overall client experience
• Maintain professionalism and confidentiality in all client interactions

Client Service Administrative Assistant

• Creates routine correspondence, reports and forms in support of department.
• Types, formats, and edits non-routine correspondence, reports, forms and related documents using word processing software.
• Organizes files and computer databases and makes corrections to information in files.
• Prepares advanced charts, graphs, tables, and presentations using word processing, spreadsheet, and presentation software.
• Answers the telephone, screens/routes calls, and takes messages for senior staff.
• Provides information as appropriate and assists visitors.
• Prepares mail for pick-up and routes mail for officers.
• Schedules/organizes meetings, luncheons, and events.
• Prepares meeting agendas, takes minutes, and documents decisions.

Senior Administrative Assistant, Enforcement

• Manage inbound phone calls and coordinate schedules for inspections and remediation work.
• Handle email correspondence and support accounts payable and receivable processes.
• Make follow-up calls and assist leadership with inventory tracking and ordering.
• Ensure communication, scheduling, and administrative tasks are handled accurately and efficiently.
• Schedule inspections, remediation appointments, and project-related visits for team members.
• Process accounts payable and accounts receivable documentation and track invoices.

Office Manager – Executive Assistant

• Leading data analysis initiatives to extract insights and drive data-driven decision-making for clients
• Utilizing advanced analytics techniques to optimize client operations and achieve strategic goals
• Managing and mentoring teams to leverage their strengths and deliver quality outcomes
• Developing and implementing data manipulation, visualization, and statistical modeling strategies
• Building and maintaining data pipelines and confirming data integrity and security
• Creating and deploying scalable data visualization and analytics solutions using tools like Power BI and Tableau
• Conducting complex data analysis and predictive modeling to support client needs
• Collaborating with client leadership to identify opportunities for data-driven improvements
• Encouraging innovation and embracing technology to enhance project delivery
• Addressing conflicts and engaging in critical conversations with stakeholders to maintain project alignment

Administrative Assistant jobs in Illinois

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Administrative Coordinator

Administrative Assistant

Admin Assistant – Home Health

Manager, Project Management Office – PMO

Administrative Specialist

Senior Administrative Assistant – Operational Risk Management

Executive Administrative Assistant

Travel Business Office Manager

Senior Product Manager, Customer – Back Office

Manager, Vendor Management Office

Administrative Assistant – Full Time

Account Manager I, Family Office

Administrative Assistant – Operations & Project Support

Business Office Manager

Business Office Manager

Senior Program Manager, Transformation Office

Client Service Administrative Assistant

Senior Administrative Assistant, Enforcement

Office Manager – Executive Assistant

Manager, Front Office Strategy Consulting – PLS Customer Analytics