Administrative Coordinator

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Beacon Hill has partnered with an association in Chicago in hiring an Administrative Coordinator to start immediately. This role will support the Leadership support team ensuring smooth communication, meeting coordination, volunteer engagement, and administrative operations for association leadership and volunteer committees.

Responsibilities

• Provide administrative support to the Leadership Support Team and association leaders
• Coordinate calendars, meetings, conference calls, and virtual events
• Prepare meeting agendas, minutes, reports, and presentation materials
• Manage communications with volunteer leaders, board members, committee members, and chapter leadership
• Assist with onboarding and training of volunteer leaders and committee members
• Track committee activities, action items, deadlines, and follow-up communications
• Maintain accurate records, databases, leadership rosters, and governance documents
• Coordinate logistics for leadership meetings, conferences, retreats, and special events
• Schedule meeting space, audiovisual needs, travel arrangements, and catering as needed
• Assist with governance-related processes, including board and committee documentation
• Monitor shared inboxes and respond to inquiries in a timely and professional manner
• Support membership and volunteer recognition programs, awards, and engagement initiatives
• Prepare correspondence, reports, spreadsheets, and other business documents
• Collaborate with cross-functional teams to support organizational initiatives and projects
• Assist with budget tracking, expense reporting, and invoice processing
• Maintain confidentiality of sensitive organizational and leadership information
• Identify opportunities to improve administrative processes and team efficiency
• Provide general office and project support as needed

Requirements

• 2+ years of administrative, coordinator, executive support, association, nonprofit, or related experience
• Strong organizational skills with the ability to manage multiple priorities simultaneously
• Excellent written and verbal communication skills
• Experience coordinating meetings, events, or volunteer programs
• Detail-oriented with strong follow-through and problem-solving abilities
• Ability to work independently and collaboratively in a team environment
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint
• Experience with databases, CRM systems, membership platforms, or association management software is a plus
• Professional and customer-service-oriented approach when working with volunteers and stakeholders
• Ability to handle confidential information with discretion
• Bachelor’s degree preferred but not required with relevant experience

A1468398CHI_1785273550

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