Special Projects Assistant - On-Site Madison, WI

Gainwell Technologies LLC • Indianapolis, IN

10d • $41,900 - $59,800 • Onsite

About The Position

Join Gainwell as a Special Projects Assistant supporting executive leaders and business operations in a fast-paced environment. This project-based role coordinates administrative and operational activities, manages schedules and meetings, tracks projects and action items, prepares reports and presentations, and helps ensure leadership priorities are completed accurately and on time.

The role is full-time and on-site Monday through Friday at Gainwell Technologies in Madison, Wisconsin. It involves frequent coordination of fast-moving priorities, calendars, meetings, deliverables, and time-sensitive requests, as well as regular interaction with executive leadership, managers, staff, and external business partners. The position also supports confidential and sensitive information and includes project tracking, status reporting, meeting-room readiness, office operations, and other administrative activities as assigned.

Requirements

• 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.

Nice To Haves

• Working knowledge of reporting, dashboard, or business-intelligence tools such as Tableau, Strategy, Power BI, or similar platforms.

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.
• Track projects and provide status reporting.
• Ensure meeting rooms are ready and support office operations and other administrative activities as assigned.

Benefits

• Medical, dental, and vision benefits for eligible employees, subject to applicable eligibility guidelines.
• 401(k) options; the company also describes a 401(k) employer match for salaried, full-time candidates.
• Flexible vacation policy for salaried, full-time candidates.
• Educational assistance.
• Leadership and technical development academies.
• Work flexibility, continuous learning, and career development opportunities.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed