Administrative Coordinator Job at ABMS (Chicago)

Administrative Coordinator

ABMS

Location:
United States , Chicago

Category:
Office Administration

Contract Type:
Employment contract

Salary:

31.75 - 35.00 USD / Hour

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Job Description:

The American Board of Medical Specialties (ABMS) is seeking a full-time Administrative Coordinator. This is a Chicago area-based position. The Administrative Coordinator's overall responsibilities are to assist with the administrative support of the Governance Department and provide exceptional service to volunteers serving in ABMS governance structures. The Administrative Coordinator will need to travel to the ABMS office in downtown Chicago at least two times per month. The time in the office will be to help digitize old governance records, so dates and timing can be flexible based on the needs of the new employee.

Job Responsibility:

Provide day-to-day administrative support to the Senior Vice President (SVP) of Governance and Board Relations, including coordinating and maintaining up-to-date calendars and schedules, providing key meeting and presentation reminders, making travel arrangements, and processing expense reports
Serve as a liaison and schedule meetings between the SVP, Executive Leadership Team, and employees as well as Member Board Executives and other external stakeholders
Assist with a wide variety of administrative operations including responding to telephone and email inquiries and scheduling meetings
Prepare the first draft of meeting minutes for Governance-related committees and groups
Ensure completion of the Conflicts and Dualities of Interest Forms for Board and committee volunteers, Member Board Executives, and staff annually
Format correspondence, reports, presentations, and other documents according to ABMS Style Guide
Assist with basic record keeping and reporting, such as contact list updates and digitizing older departmental records
Assist with adding meeting logistics into BoardEffect, an online meeting materials management system
Support special projects and additional administrative tasks, as assigned

Requirements:

Two years' experience providing administrative experience to a small/mid-sized department (required)
Experience in the not-for-profit sector (membership, healthcare, or association setting)
Experience drafting meeting minutes
Advanced level of proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams), and Adobe Acrobat (required)
Experience managing and scheduling complex calendars (required)
Bachelor's Degree (preferred)

What we offer:

Three Blue Cross Blue Shield medical plan options
Flexible Medical and Dependent Care Spending Accounts
Heath Savings Accounts
dental and vision plans
a retirement plan with a three percent 'safe harbor' employer contribution
a discretionary annual bonus
generous paid vacation and leave programs

Additional Information:

Job Posted:
May 03, 2026

Employment Type:

Fulltime

Work Type:

Hybrid work

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