Executive Assistant (Internal Candidates Only)

DeKalb County, Illinois • Sycamore, IL

20h • Onsite

About The Position

The Executive Assistant provides high-level administrative and operational support to the County Administrator's Office, serving as a central point of coordination for board and commission activities, public meeting processes, and executive team functions. This position plays a critical role in ensuring transparent, organized, and efficient county governance by maintaining accurate public records, supporting elected and appointed officials, and managing the administrative lifecycle of advisory bodies. The Executive Assistant exercises sound judgment, discretion, and professionalism in all interactions with elected officials, staff, the public, and community stakeholders.

Requirements

• Associate's degree in Business Administration, Public Administration, Political Science, or a closely related field preferred.
• Minimum of three (3) years of progressively responsible administrative or executive support experience, preferably in a government, public sector, or similarly complex organizational setting.
• Experience with public meeting processes, parliamentary procedure, and official minute-taking preferred.
• Experience supporting boards, commissions, or advisory bodies a plus.
• Thorough knowledge of office administrative practices, records management, and document control.
• Familiarity with Illinois Open Meetings Act, Freedom of Information Act (FOIA), and local government operations preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and document management systems.
• Excellent written and verbal communication skills; ability to draft professional correspondence, reports, and minutes with accuracy and clarity.
• Strong organizational skills with the ability to prioritize competing demands and meet deadlines in a fast-paced environment.
• Demonstrated ability to maintain strict confidentiality and exercise sound, independent judgment.
• Ability to work effectively with elected officials, senior administrators, external stakeholders, and the public.
• High degree of attention to detail and commitment to accuracy in all work products.
• Ability to manage audio/visual recording equipment for public meetings; technical aptitude for learning new systems.

Nice To Haves

• Associate's degree in Business Administration, Public Administration, Political Science, or a closely related field.
• Experience with public meeting processes, parliamentary procedure, and official minute-taking.
• Experience supporting boards, commissions, or advisory bodies.
• Familiarity with Illinois Open Meetings Act, Freedom of Information Act (FOIA), and local government operations.

Responsibilities

• Coordination of the monthly public hearing process for committee and County Board meetings.
• Drafting resolutions and supporting committee documentation.
• Attending and recording official minutes for County Board meetings, committee sessions, and public hearings in compliance with the Open Meetings Act and county policy.
• Preparing, transcribing, and distributing accurate meeting minutes in a timely manner; maintaining official records in accordance with applicable retention schedules.
• Ensuring meeting postings, agendas, and supporting materials meet statutory public notice requirements.
• Managing audio/visual recording equipment and archival of meeting recordings.
• Responding to public records requests related to meeting documentation in coordination with the County Clerk or FOIA Officer.
• Providing comprehensive administrative support to the County Administrator and senior executive staff, including calendar management, correspondence drafting, and document preparation.
• Coordinating executive-level meetings, including logistics, agenda development, material preparation, and follow-up action tracking.
• Managing confidential and sensitive information with the highest degree of discretion and professionalism.
• Preparing, proofreading, and distributing reports, presentations, memoranda, and official communications on behalf of the executive team.
• Assisting with FOIA and OMA requests.
• Assisting with special projects, policy research, and inter-departmental coordination as directed by the County Administrator or designee.
• Maintaining organized filing systems (electronic and physical) for executive correspondence, contracts, and strategic documents.
• Administering the end-to-end appointment lifecycle for all county boards, commissions, and advisory committees, including vacancy tracking, application intake, and background coordination.
• Maintaining a comprehensive database of current and past members, terms, qualifications, and attendance records.
• Coordinating the application process; preparing appointment materials for County Board consideration.
• Communicating with applicants, appointees, and board/commission chairs throughout the appointment and orientation processes as applicable.
• Ensuring compliance with statutory membership requirements, conflict of interest disclosures, and other applicable regulations.
• Preparing annual and ad hoc reports on board and commission composition and activity.
• Serving as the primary point of contact for the Administration Office, greeting visitors and directing inquiries in a professional and welcoming manner.
• Managing office supply inventory, vendor contacts, and general office operations to ensure a well-functioning work environment.
• Receiving and processing incoming mail and deliveries; coordinating outgoing communications and courier needs.
• Assisting members of the public with general inquiries, directing them to appropriate county departments and resources.
• Completing supervisor-assigned tasks outside of core responsibilities.

Benefits

• Starting hourly pay range for 2026 is $21.00 to $27.00, commensurate with experience.
• Full-time, 40 hours per week.
• Core days and hours are Monday through Friday, 8:00 a.m. to 4:30 p.m., with a 30-minute meal break.
• Position allows for flex time to accommodate approximately ten (10) mandatory evening meetings per month.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree