Executive Administrative & Projects Coordinator

City of Chicago; Chicago (IL); On-site; USD 58,000 - 79,000; Full time

Job summary

City of Chicago in the Department of Family and Support Services (DFSS) seeks a Staff Assistant in the Executive Administration Division to support division operations, maintain confidential files, and help ensure the office runs smoothly and efficiently.

The position involves calendar management, scheduling, note-taking at meetings, preparing documents and presentations, and assisting with travel requests, timekeeping, and reporting using Microsoft Office Suite.

Qualifications

• Graduation from an accredited college or university with a Bachelor's degree or higher in Business Administration, Public Administration or a related field, plus one (1) year of administrative experience
• Five (5) years of administrative work experience
• Graduation from an accredited college with an Associate's degree in Business Administration, Public Administration or a directly related field, plus three (3) years of administrative work experience
• Note: transcripts, diploma or licenses may be required at processing

Responsibilities

• Maintain confidential files and filing system; manage inquiries to keep the office running smoothly
• Maintain calendars, schedule appointments, and take notes at meetings using Microsoft Office
• Relay requests for information and provide status reports to the team
• Relieve division staff of clerical functions such as filing, organizing, and ordering supplies
• Prepare materials including financial charts and presentations using PowerPoint and Excel
• Assist travel request process, including documents and reimbursements
• Assist with time and attendance processes, entering data and generating reports

Skills

Communication

Project management

Customer service

Scheduling meetings

Report generation

Writing responses

Education

Bachelor's degree in Business Administration or Public Administration or related field

Associate's degree in Business Administration/Public Administration or related field

Tools

Microsoft Office Suite

Job description

City of Chicago in the Department of Family and Support Services (DFSS) seeks a Staff Assistant in the Executive Administration Division to support division operations, maintain confidential files, and help ensure the office runs smoothly and efficiently.

The position involves calendar management, scheduling, note-taking at meetings, preparing documents and presentations, and assisting with travel requests, timekeeping, and reporting using Microsoft Office Suite.