Executive Assistant

State of Illinois; Springfield (IL); Híbrido; USD 78 000 - 90 000; Tempo integral

Resumo da oferta

Illinois Department of Human Services is seeking an experienced Executive Assistant for the Director of Developmental Disabilities in Springfield. You will manage sensitive assignments and coordinate meetings, travel, and communications within the Division.

The role requires a four-year college degree and 2+ years of public/private sector experience, with a preference for candidates skilled in confidentiality and logistics management. Hybrid work schedule with headquarters reporting as needed.

Qualificações

• Requires completion of four years of college, preferably with courses in public or business administration.
• Requires two years of professional experience in public or private organization.
• Three years of experience as a professional confidential assistant preferred in a public or private organization.
• Three years of experience coordinating logistics for trainings, meetings, committees and large conferences.

Responsabilidades

• Serves as Executive Assistant for the Director of Developmental Disabilities, managing sensitive assignments.
• Manages coordination of meetings, webinars, and conferences for the Office of the Director.
• Serves as liaison with program and administrative staff of the Division.
• Coordinates information flow within the Office and handles confidential mail and calls.
• Acts as Travel Liaison for Central Office and as a timekeeper for the Division.

Conhecimentos

Organizational skills

Communication skills

Confidentiality

Logistics management

Formação académica

Four-year college degree

Descrição da oferta de emprego

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We continually strive for a workforce that reflects the growing diversity within the State of Illinois. A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public. Bilingual skills welcome

Reasonable Accommodation Statement

The State of Illinois is committed to working with and providing reasonable accommodations to people with disabilities. Further, federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job, interview for a job, or for any other activity related to the hiring process. Examples of reasonable accommodation include, but are not limited to, making a change to the application process (if possible), providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

To be provided a Reasonable Accommodation during the hiring process, you will need to provide a certification of disability from a physician, psychiatrist, school official or an Illinois Department of Human Services (DHS) Division of Rehabilitation Services (DRS) Vocational Rehabilitation (VR) Counselor. Supporting documentation should be uploaded under My Documents → Additional Documents section for each application.

Any questions on Reasonable Accommodations can be directed to Central Management Services Disability Resource Center at [e-mail] or call [phone] for further information and to request or discuss an accommodation.

Sponsorship for Employment

The State of Illinois does not provide sponsorship for employment visa status (e.g. H-1B visa status), nor is the State able to provide extensions of optional practical training (OPT) under the STEM-designated degree program for F-1 students. To be considered for permanent employment with the State of Illinois, applicants must be currently authorized to work in the United States on a full-time basis.

Disclosure of Salary Information

In compliance with the Illinois Equal Pay Act, 820 ILCS 112/1 et seq., the State does not seek, request, or require a job applicant’s wage or salary history. Employment decisions are not made based on an applicant’s wage or salary history. To that end, please do not include wage or salary information in your resume or other profile or application materials.

Job Requisition ID: 59138
Opening Date:10/16/2026
Closing Date:10/29/2026
Agency:Department of Human Services
Class Title:ADMINISTRATIVE ASSISTANT II - 00502
Skill Option:None
Bilingual Option:None
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
Bargaining Unit Code:None
Merit Comp Code:Confidential (Management Bill) Exclusion from RC028 Collective Bargaining Coverage
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

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:

• 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