Executive Assistant - IT

Illinois Housing Development•Chicago, IL

26d•$51,857 - $64,821•Hybrid

About The Position

The Illinois Housing Development Authority (IHDA) is seeking an Executive Assistant for the Information Technology department. This role serves as a trusted advisor and right hand to the CIO and senior IT leadership, requiring a high degree of skill, initiative, organization, and reliability. The position involves managing complex calendars, communications, and shifting priorities, as well as supporting departmental meetings, events, and administrative functions. The ideal candidate will have excellent communication and organizational skills, the ability to work in a confidential environment, and a strong understanding of IT operations.

Requirements

High school education or GED required
At least five years of related administrative work experience
3 to 5 years of experience supporting senior executives in high performance environments
Excellent communication skills and proficiency with heavy emphasis on attention to detail, communications, coordination, teamwork, and quality of work performance
Excellent time management, organizational, administrative and interpersonal skills
Ability to multitask in a fluid work environment is critical to success
Must be a resident of Illinois or willing to relocate

Nice To Haves

College degree preferred
Information Technology experience a plus

Responsibilities

Serve as a trusted advisor and right hand to senior IT leadership, anticipating needs and proactively solving problems
Take ownership and organize IT all staff meetings which include the meeting presentation, activities, food deliveries, and any other IT all staff meeting activities
Lead the planning for IT events where the hardworking IT team members can have fun, relax, enjoy themselves and come back refreshed
Prepare meeting notes, organizational charts, correspondence and other communications
Maintain the department’s Outlook calendar and coordinate timely submissions of all required reports
Proactively manage complex calendars, communications, and shifting priorities for CIO and IT staff
Assist with IT leadership travel plans including flight books, agendas, and other travel plans
Provide general office support services including clerical assistance, record and timekeeping, copying and filing
Maintain strict confidentiality while managing sensitive information
Leverage tools such as MS Office tools (PowerPoint, Excel, Word) Teams, OneDrive, CoPilot and other office productivity tools
Perform general administrative functions for the staff, e.g., making copies, handling incoming and outgoing mail, filing and coordinating flow of paperwork, calendaring and schedule management, meeting preparation and coordination, and taking and relaying department phone calls and messages
Perform other special assignments and special projects requested by CIO and IT Leadership Team
Manage off-site records storage inventory information, tracking, maintenance, and electronic scanning of documents as needed
Participate in project teams to help business groups understand their needs and assist in implementing appropriate solutions
Plan and execute department Team Building and Social Events
Maintain physical office supplies inventory
Prepare expense reports for IT Leadership as needed
Work closely with Human Resources to coordinate departmental recruiting activities
Act as departmental timekeeper for IHDA enterprise timekeeping system
Facilitate all departmental FOIA (Freedom of Information Act) requests, Tuesday Times submissions and coordinate department deliveries
Provide IHDA Board Meeting support as needed
Additional duties as assigned