Assistant Board Secretary

Northern Illinois Transit Authority (NITA); Chicago (IL); Hybrid; USD 76,000 - 82,000; Full time

Benefits offered by this job

Pension plan or 401(k) match

Hybrid work environment

Transit benefits

12 paid holidays + floating holiday

Parental leave

Flexible Spending Account

Public Service Loan Forgiveness (PSLF)

Employee Assistance Program

Job summary

Northern Illinois Transit Authority (NITA) seeks an Assistant Board Secretary in the Executive Office to provide administrative and logistical support, ensuring meeting materials and records are prepared and maintained per laws and policies. The role focuses on coordinating schedules, preparing documents, capturing meeting details, and supporting departmental projects for External Affairs.

The ideal candidate will typically hold a Bachelor's degree and 1–3 years of administrative experience,

Qualifications

• Bachelor’s degree in Business Administration, Public Administration, Political Science, Office Management or a related field is required.
• 1–3 years of progressively responsible experience as an administrative assistant or office manager is required.
• Experience in a government agency and familiarity with ordinances/regulations is a plus.

Responsibilities

• Support preparation of Board and Committee agendas and meeting packets; assemble materials, proofread for accuracy and formatting, and prepare distribution lists and schedules.
• Coordinate logistics for Board and Committee meetings (calendar invites, rooms/virtual links, audiovisual needs, visitor access, and materials).
• Assist with meeting documentation by taking roll call, recording attendance and votes; draft minutes and route for review, approval, and distribution.
• Maintain and update digital files and document repositories for Board materials; upload approved documents to the NITA website under guidance and quality standards.
• Track quorum and attendance status and compile summaries.
• Support semi-annual review of the Executive Session docket by compiling lists and preparing materials for presentation by General Counsel.
• Provide administrative support for contract and budget processes (requisitions, invoices, tracking spreadsheets); prepare simple status reports and route for approvals.
• Coordinate annual renewal of agency regional and corporate memberships (forms, payments, records).
• Serve as records liaison support by organizing, filing, and retrieving records per policy.
• Support the legal notice process for the agency’s annual public hearing by preparing drafts, tracking publications, and maintaining proofs of notice.
• Perform other related duties as required or assigned.

Skills

Computer proficiency

Detail oriented

Multi-tasking

Interpersonal

Communication

Education

Bachelor's degree

Tools

Microsoft Word

Excel

Outlook

SharePoint/OneDrive

Job description

The Northern Illinois Transit Authority (NITA), formerly the Regional Transportation Authority, was created by the Illinois General Assembly and Governor JB Pritzker to make transit across northeastern Illinois work for riders as one regional transit system.NITA is seeking to fill a critical role with the newly formed Assistant Board Secretary position for the Executive Office department. Under the supervision of the Secretary of the Board and Executive Administrative Assistant provides administrative and logistical support to ensure Board and Committee meeting materials and records are prepared, organized, and maintained in alignment with established procedures and applicable laws and policies (e.g., the NITA Act, Board By-Laws, Robert’s Rules of Order, and the Open Meetings Act). The role focuses on coordinating schedules, preparing documents, capturing meeting details, and supporting departmental projects for External Affairs.

NITA sets regional fares, service standards, and schedules across the Chicago Transit Authority (CTA), Metra, and Pace; plans and funds regional capital investment; and oversees the performance and finances of the three Service Boards serving riders across Cook, DuPage, Kane, Lake, McHenry, and Will counties.

As of September 1, 2026, NITA has expanded authority under Public Act 104-0457. People who join NITA now will help build the systems, policies, and partnerships that shape regional transit for years to come.

Accountabilities include but are not limited to:

• Support preparation of Board and Committee agendas and meeting packets; assemble materials, proofread for accuracy and formatting, and prepare distribution lists and schedules.
• Coordinate logistics for Board and Committee meetings (calendar invites, rooms/virtual links, audiovisual needs, visitor access, and materials).
• Assist with meeting documentation by taking roll call, recording attendance and votes as directed; draft minutes and route for review, approval, and distribution.
• Maintain and update digital files and document repositories for Board materials; upload approved documents to the NITA website under guidance and quality standards.
• Track quorum and attendance status and compile summaries.
• Support semi-annual review of the Executive Session docket by compiling lists and preparing materials for presentation by General Counsel.
• Provide administrative support for contract and budget processes (requisitions, invoices, tracking spreadsheets); prepare simple status reports and route for approvals.
• Coordinate annual renewal of agency regional and corporate memberships (forms, payments, records).
• Serve as records liaison support by organizing, filing, and retrieving records per policy.
• Support the legal notice process for the agency’s annual public hearing by preparing drafts, tracking publications, and maintaining proofs of notice.
• Perform other related duties as required or assigned.

The ideal candidate must have the following:

• The knowledge, skills, and abilities equivalent to a Bachelor’s degree in Business Administration, Public Administration, Political Science, Office Management or a related field is required.
• Between one to three (1 – 3) years of progressively responsible experience as an administrative assistant or office manager required.
• Experience working in a government agency and familiarity with ordinances/regulations is a plus.

Skills:

• Computer Proficiency: Demonstrates the ability to efficiently use standard office software, including Microsoft Word, Excel, and Outlook, as well as digital document management systems (e.g., SharePoint or OneDrive).
• Detail Orientation: Demonstrates the ability to thoroughly review work for accuracy, completeness, and comply with all requirements.
• Multi‑Tasking: Effectively manages multiple priorities at once, staying organized, accurate, and able to shift plans as priorities shift.
• Interpersonal: Ability to build trust, navigate differing perspectives, and develop productive working relationships across diverse internal, governmental, and community stakeholders.
• Communication: Ability to communicate complex information clearly and effectively, both verbally and in writing, to diverse internal and external audiences.

NITA offers a highly competitive benefits package:

• Pension plan or 401(k) salary match provided by NITA at no cost to you
• 401(k) and/or 457 plan options
• Hybrid work environment and flexible work schedules
• Transit benefits to support your commute
• Twelve paid holidays and one floating holiday
• Competitive personal leave package
• Parental leave
• Flexible Spending Account
• Public Service Loan Forgiveness (PSLF)
• Employee Assistance Program

This role typically offers salaries near $76,475 and NITA offers competitive salaries with the possibility of a higher offer for highly qualified candidates.

For more information about NITA, visit our website at https://nita.illinois.gov/.

**Certain provisions of the revolving door restrictions contained in 5 ILCS 430/5-45 apply to this position. As a result, the employee should be aware that if offered non‑NITA employment while employed at the NITA, or within one year immediately after ending NITA employment, the employee may be required to notify the Office of the Executive Inspector General for the Agencies of the Illinois Governor (“OEIG”) or may be subject to a fine.**