Executive Assistant

Poplar Creek Public Library District; Hanover Park (IL); On-site; USD 34,000 - 51,000; Full time

Benefits offered by this job

Life insurance

IMRF

Paid time off (sick, vacation, holiday

Personal time

Flexible Spending Accounts/HSA

Tuition Reimbursement

Employee Assistance Program (EAP)

Deferred compensation plan

Job summary

Poplar Creek Public Library District is seeking an Executive Assistant to provide high-level administrative support to the Executive Director. Responsibilities include managing calendars, coordinating domestic and international travel, and handling confidential information with professionalism.

The role requires 2–5 years of executive support, strong communication skills, and advanced proficiency in Microsoft Office. This is a full-time, on-site position with competitive benefits.

Qualifications

• 2-5 years of executive-level administrative support experience.
• Experience supporting public sector, municipal government, library, or nonprofit organizations is preferred.
• Experience coordinating complex calendars and travel arrangements.
• Advanced written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).

Responsibilities

• Manage executive calendars, appointments, and meeting schedules.
• Coordinate domestic and international travel arrangements.
• Screen and respond to emails, calls, and correspondence for executives.
• Prepare reports, agendas, meeting materials, and other documents.
• Organize executive leadership meetings, board meetings, and events.
• Maintain confidential files and process expenses and budgets.

Skills

Time management

Communication

Discretion

Problem-solving

Independence

Education

Bachelor's or Associate degree in Business Admin/Comm

Tools

Microsoft Office Suite

Teams

PowerPoint

Job description

CLASSIFICATION: Full-Time; non-exempt; 37.50 hours/week

GRADE LEVEL: H

FULL SALARY RANGE: $24.77/hr - $37.16/hr

HIRING SALARY RANGE: $24.77/hr - $30.97/hr

Our typical hiring practice is to hire candidates within the established hiring range; however, individual compensation decisions are based on factors such as experience, skills, education, internal equity, market conditions, and business needs.

Position Summary:

The Executive Assistant provides high-level administrative support to the Executive Director by managing schedules, coordinating communications, organizing meetings, and handling confidential information. This role also serves as a trusted partner to executive leadership, ensuring efficient operations and supporting strategic organizational objectives through exceptional organizational, communication, and problem-solving skills.

Key Responsibilities

Executive Support

• Manage and maintain executive calendars, appointments, and meeting schedules.
• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries.
• Screen, prioritize, and respond to emails, phone calls, and correspondence on behalf of executives.
• Prepare reports, presentations, agendas, meeting materials, and other business documents.
• Monitor and track action items to ensure timely follow-up and completion.

Meeting & Event Coordination

• Schedule and coordinate internal and external meetings.
• Prepare meeting agendas, take minutes when applicable, and distribute meeting notes.
• Organize executive leadership meetings, board meetings, and special executive events.
• Coordinate logistics for executive conferences, workshops, and organizational functions.

Administrative Operations

• Maintain confidential files, records, and corporate documents.
• Process expense reports, invoices, and purchase requests for the Executive Director.
• Assist with budget tracking and administrative reporting as required.
• Develop and maintain efficient office systems and procedures.

Communication & Relationship Management

• Serve as a liaison between executives employees, patrons, vendors, and business partners.
• Foster strong relationships across departments and with external stakeholders.
• Handle sensitive and confidential information with professionalism and discretion.

Project Support

• Assist with special projects, strategic initiatives, and cross-functional coordination.
• Conduct research, gather information, and prepare summaries for executive review.
• Support organizational priorities and process improvement initiatives.

Qualifications

Education

• Associate's or Bachelor's degree in Business Administration, Communications, or related field preferred.

Experience

• 2-5 years of executive-level administrative support experience.
• Experience supporting public sector, municipal government, library, or nonprofit organizations is preferred.
• Experience coordinating complex calendars and travel arrangements.
• Exceptional organizational and time management skills.
• Must have strong written and verbal communication abilities.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to handle confidential information with professionalism, and discretion.
• Strong attention to detail and problem-solving skills.
• Ability to work independently and proactively.

Preferred Qualifications

• Experience supporting finance, operations, or executive leadership teams.
• Knowledge of project management tools and collaboration platforms.
• Experience preparing executive reports and presentations.
• Familiarity with board governance and board meeting coordination.

Key Performance Indicators (KPIs)

• Calendar and meeting management accuracy.
• Timely completion of executive requests.
• Travel and event coordination efficiency.
• Quality and accuracy of administrative support.
• Stakeholder satisfaction and responsiveness.
• Confidentiality and professionalism.
• Full-time position.
• Fully onsite.
• Occasional evenings and weekend hours may be required to support Board meetings, special events and organizational priorities.
• Life insurance
• Illinois Municipal Retirement Fund (IMRF)
• Paid sick, vacation, holiday, and personal time.
• Flexible Spending Accounts/HSA
• Tuition Reimbursement
• EAP
• Deferred compensation plan.

Physical Requirements and ADA Statement

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to communicate effectively, operate standard office equipment, and remain stationary for extended periods. The employee may occasionally need to move about the office, lift and carry materials weighing up to 25 pounds, and travel between meeting locations as needed.

Equal Employment Opportunity Statement

Poplar Creek Public Library is an Equal Opportunity Employer and is committed to creating an inclusive workplace. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, national origin, age, disability, genetic information, veteran status, marital status, or any other status protected by applicable federal, state, or local law.