Executive Assistant - Planning & Development

Forest Preserve District of DuPage County•Wheaton, IL

23h•$27 - $30•Onsite

About The Position

The DuPage Forest Preserve District is looking for an Executive Assistant to support the operations of the Planning & Development Department. This role provides high-level administrative support to a director-level position. Responsibilities vary by department and require the ability to collaborate effectively with key personnel across the organization. The work is diverse, often technical, and involves handling sensitive and confidential information with discretion.

Requirements

Must be 18 years of age or older at the time of hire.
High School Diploma/GED required, Associate's Degree (or 60 college credits equivalent) is preferred, 4 – 6 years of related work experience in an administrative role, or equivalent combination of education, training, and experience.
Ability to perform job duties with a high degree of tact and discretion while dealing with confidential materials and actions.
Valid Driver's License in good standing.
Proficiency with Microsoft Office Suite.
Ability to maintain complete, accurate, and organized records.
Effective verbal and written communication skills.
Ability to establish rapport and maintain effective working relationships with the public, vendors, elected officials, and staff.
Ability to prioritize and manage multiple tasks and projects while interpreting and applying complex written and verbal instructions.

Responsibilities

Support multi-phase administrative, financial, and personnel functions, as well as district-wide initiatives.
Create, prepare, and track documents while maintaining document databases ensuring accuracy and completion in a timely fashion.
Provide administrative support to the department director, executive leadership, and staff, including scheduling and coordinating meetings and programs.
Utilize suite of Microsoft Office software products utilizing word processing, database, spreadsheet, and communication software to create, prepare, and modify a variety of projects supporting division initiatives.
Prepare ordinances, resolutions, and agenda items for Board meetings.
Prepare requisitions, purchase orders, and contracts in accordance with the District's purchase policies and financial accounting software.
Coordinate and administer the Planning and Development Division's qualifications based selection (QBS) process for consultants, contracts and vendors.
Take and transcribe minutes while also assisting other department executive assistants with agenda preparation and minutes.
Create and maintain recordkeeping reports. Assist in budget preparation and on-going monitoring of the budget.
Research and prepare written reports, compose correspondence, and respond to requests for information.
Serve as liaison between department heads, division management, and staff, and respond to issues.
Promote a safe work environment by adhering to all safety policies and procedures, maintaining a clean workspace, and reporting hazards or incidents promptly.
Foster a positive, customer-focused work environment and strive to exceed internal and external expectations.
Perform additional duties as assigned.