Board & Governance Coordinator (Hybrid)

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

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,