Executive Assistant (Managerial Assistant III)

Illinois Secretary of State • Springfield, IL

1d • $5,000 - $6,000 • Onsite

About The Position

Performs a variety of administrative, confidential and/or sensitive work duties as direct assistant to Executive level staff, primarily the Director. Performs high level administrative support including coordination of the Director’s schedule, preparation for meetings, responses to written and oral communication from staff, other department staff and outside entities. Assists in various high-level matters involving administrative, legal, labor and employment matters, liaising with Department staff, other department's personnel, Executive Office, and outside agencies on matters; serves as backup on Record Retention.

Requirements

• Experience in handling Executive level staff calendar, arrangements, correspondence and liaising with internal and external individuals and entities.
• Able to multi-task matters so that they are resolved in a timely fashion.
• Requires thorough knowledge of administrative practices and methods.
• Requires extensive knowledge of agency operations.
• Requires ability to express complex ideas clearly both orally and in written form.
• Requires ability to develop and maintain satisfactory working relationships with legislators, judicial and executive branch officials, other agency representatives and the general public.
• May require travel and possession of a valid Illinois driver’s license as determined by individual positions within the class.
• Requires knowledge, skill and mental development equivalent to the completion of four years of college, with coursework in public or business administration AND three years of responsible professional experience in a public or private organization.
• Experience in Word, Excel, Power Point, various databases.
• Experience in a fast-paced work environment.

Nice To Haves

• Prefer candidate who has experience working in a local, state or government setting.

Responsibilities

• Performs a variety of administrative, confidential and/or sensitive work duties as direct assistant to Executive level staff.
• Performs high level administrative support including coordination of Executive schedule, preparation for meetings, responses to written and oral communication from staff, other department staff and outside entities.
• Assists in various high-level matters involving administrative, legal, labor and employment matters, liaising with Department staff, other department's personnel, Executive Office, and outside agencies on matters; serves as backup on Record Retention.
• Handles administrative matters for Executive level staff including sensitive and confidential situations; handles department functional operations including coordination of services through Physical Services, Property Control, etc.; assists other executive staff with confidential and sensitive matters; participates in complex studies and investigations regarding office operations; serves as Department Personnel Liaison, keeping staff informed of issues in operations.
• Maintains operational programs such as Statement of Economic Interests, Ethics/Harassment Training, and others as assigned; performs liaison functions with department staff, other department personnel, Executive Office and outside agencies on legal and personnel matters on behalf of the Director.
• Directs and participates in the gathering of information relating to legal matters or department operations, including but not limited to monthly union information; receives, opens, and reviews mail for the Director; takes independent action in handling correspondence matters within defined limits; responds to inquiries, obtains information, drafts correspondence; provides information to the Director, often involving confidential matters.
• Serves as backup on Records Retention
• Performs other related duties as required or assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive