Executive Assistant to the Chief of Staff

Illinois House of Representatives • Springfield, IL

1d • Onsite

About The Position

This role provides essential administrative and secretarial support to the Chief of Staff, handling confidential information and managing various logistical and communication tasks. The position requires a high level of organization, professionalism, and proficiency in office software. The work environment is within the Illinois State Capitol Building Complex, which can be busy and sometimes noisy. The role involves significant interaction with staff, legislators, lobbyists, and the public.

Requirements

• High school degree or Equivalent (some college or Associates Degree preferred)
• 3-year prior experience in a receptionist or office assistant role
• 1-year prior experience with the IL General Assembly preferred
• Very strong in Microsoft Word and Excel and Goggle Workspace (Gsuite)
• Excellent verbal and written communication skills

Nice To Haves

• Some college or Associates Degree

Responsibilities

• Provide administrative secretarial support to the Chief of Staff
• Handle confidential information
• Provide professional phone coverage by screening incoming calls and documenting comprehensive messages
• Manage the Chief of Staff's calendar and coordinate all appointments
• Gather and organize all required briefing materials ahead of scheduled meetings and events
• Professionally greet visitors and oversee all logistical aspects of meetings
• Update the Chief of Staff’s contacts with phone number and email changes or additions
• Schedule travel arrangements for the Chief of Staff
• Prepare travel documents and manage reimbursements
• Prepare, proofread, and format letters and reports
• Produce comprehensive data reports as requested by the Chief of Staff
• Participate in continuous professional development
• Maintain office documents and files
• Other tasks as assigned

Benefits

• Health, dental, vision, prescription, behavioral health, and life insurance
• Participation in State Employees’ Retirement System
• Optional participation in health savings account and deferred compensation programs
• Competitive vacation, sick, and personal time

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED