Executive Assistant

Governor of Illinois; Springfield (IL); Hybrid; USD 78,000 - 90,000; Full time

Benefits offered by this job

Pension program

Health benefits

Paid time off

Flexible work schedules

Parental leave

Job summary

Illinois Department of Human Services in Springfield seeks an independent, highly organized Executive Assistant for the Director’s Office. The role handles sensitive assignments, coordinates meetings, and serves as liaison within the division, requiring strong communication and self-starting abilities.

The position emphasizes confidentiality, multi-project management, and timely completion of tasks, supporting the Director and central office operations.

Qualifications

• Requires knowledge, skill and mental development equivalent to completion of four (4) years of college, preferably with courses in public or business administration.
• Requires two (2) years of professional experience in public or private organization.

Responsibilities

• Serves as Executive Assistant for the Director of Developmental Disabilities, managing sensitive and confidential assignments in the overall administration of the Division utilizing Microsoft Word, PowerPoint, Excel and Access.
• Manages the coordination of meetings, webinars, and conferences for the Office of the Director.
• Serves as liaison with program and administrative staff of the Division.
• Coordinates integration and flow of written and oral information and materials within the Office.
• Receives all confidential mail and calls, some of which are sensitive and controversial.
• Serves as Property Control Liaison for the Directors Office.
• Serves as the Travel Liaison for Central Office.
• Serves as a timekeeper for the Division.
• Develops and coordinates procedures for reviewing, processing and responding to requests involving the Office, printing, mail control and special requests.
• Performs other duties as assigned or required which are reasonably within the scope of the duties enumerated above.

Education

Four-year college degree

Job description

Salary Anticipated Salary: $6,460 - $7,500 per month ($77,520 - $90,000 per year)
Job Type Salaried
Category Full Time
Number of Vacancies 1
Agency Department of Human Services
Work Hours Mon - Fri, 8:30am - 5:00pm; 1-hour unpaid lunch
Anticipated Hybrid Work Schedule Availability It is required that a person reports to the headquarters on this job position as necessary (could be weekly, monthly, or other schedule) dependent on operational need
Headquarter Location 600 E Ash St, Springfield, Illinois, 62703
Agency Contact [e-mail]
Work County Sangamon

Division of Developmental Disabilities

Director’s Office

Administration

A resume is highly encouraged to evaluate your qualifications and skills as part of your application. Please attach a DETAILED Resume/Curriculum Vitae (CV) to the MY DOCUMENTS section of your application if you decide to provide one.

When applicable, titles that require specific coursework, professional license or certification will include a notation requesting the appropriate document(s) be uploaded in the Additional Documents section of your application. Failure to upload requested transcripts, license and/or proof of certification when specified may result in ineligibility. Please note that the Department of Human Services must verify proof of higher education for any degree earned (if applicable) regardless of vacancy title before any offer can be extended.

Why Work for Illinois?

Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state. Whether you’re helping to improve schools, protect our natural resources, or support families in need, you’re part of something bigger—something that touches the lives of every person who calls Illinois home.

No matter what state career you’re looking for, we offer jobs that fit your life and your schedule—flexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.

Position Overview

The Division of Developmental Disabilities is seeking to hire an independent, highly organized, and detail-oriented staff assistant for the Director’s Office in Springfield. This position will be responsible for performing a variety of sensitive and controversial assignments in the overall administration of the Division. The successful candidate shall demonstrate exemplary organizational and communication skills, be a self-starter, and be able to carry out assignments with limited oversight in a timely manner.

Essential Functions

• Serves as Executive Assistant for the Director of Developmental Disabilities, managing sensitive and confidential assignments in the overall administration of the Division utilizing Microsoft Word, PowerPoint, Excel and Access.
• Manages the coordination of meetings, webinars, and conferences for the Office of the Director.
• Serves as liaison with program and administrative staff of the Division.
• Coordinates integration and flow of written and oral information and materials within the Office.
• Receives all confidential mail and calls, some of which are sensitive and controversial.
• Serves as Property Control Liaison for the Directors Office.
• Serves as the Travel Liaison for Central Office.
• Serves as a timekeeper for the Division.
• Develops and coordinates procedures for reviewing, processing and responding to requests involving the Office, printing, mail control and special requests.
• Performs other duties as assigned or required which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of four (4) years of college, preferably with courses in public or business administration.
• Requires two (2) years of professional experience in public or private organization.

Preferred Qualifications

• Three (3) years of experience working as a professional confidential assistant for a public or private organization.
• Three (3) years of professional experience leading and managing logistics, including registrations, for trainings, meetings, committees and other large conferences, both in-person and online for a public or private organization.
• Three (3) years of professional experience working in a public or private organization maintaining confidentiality and handling sensitive information with professionalism.
• Three (3) years of professional experience meeting deadlines with strong attention to detail while simultaneously managing multiple projects.

Conditions of Employment

• Requires the ability to travel
• Requires the ability to utilize office equipment, including personal computers.

*All conditions of employment listed are incorporated and related to any of the job duties as listed in the job description.

About the Agency

The Illinois Department of Human Services uplifts individuals and communities across Illinois. Our mission is to respond to the needs of all people in Illinois so they can lead healthy, safe, and enriched lives. Our vision is the future we are shaping with dignity and the well-being for everyone in Illinois. Our values are the principles that guide us as we work to remove systemic barriers and create lasting opportunities with Compassion, Accessibility, Responsibility, and Equity.

As a State of Illinois employee, you will receive a robust benefit package that includes the following:

• A Pension Program
• Competitive Group Insurance Benefits including Health, Life, Dental and Vision Insurance
• 3 Paid Personal Business Days annually
• 12 Paid Sick days annually (Sick days carry over from year to year)
• 10-25 days of Paid Vacation time annually - (10 days in year one of employment)
• Benefit time modified for part-time, 12-hour, & non-standard work schedules (as applicable)
• 13 Paid Holidays annually, 14 on even numbered years
• Flexible Work Schedules (when available dependent upon position)
• 12 Weeks Paid Parental Leave
• Deferred Compensation Program - A supplemental retirement plan
• Optional Pre-Tax Programs such as Medical Care Assistance Plan (MCAP), Dependent Care Assistance Plan (DCAP)
• Federal Public Service Loan Forgiveness Program eligibility
• GI Bill Training/Apprenticeship Benefits eligibility for qualifying Veterans
• 5% Salary Differential for Bilingual Positions
• Commuter Savings Program (Chicago only)

For more information about our benefits please follow this link: https://cms.illinois.gov/benefits/stateemployee.html