Executive Assistant & Office Operations Lead

Illinois-House-of-Representative; Chicago (IL); On-site; USD 54,000 - 69,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

Retirement system participation

Health savings account (optional)

Job summary

The Assistant to the Speaker in Chicago supports day-to-day operations at the Michael A. Bilandic Building, supervising the office assistant and acting as the primary contact for the public, legislative offices, and agencies.

The role requires exceptional organizational and multitasking skills, with discretion and professionalism essential. Key duties include running daily office operations, coordinating meetings, managing travel reimbursements, and maintaining staff lists.

Qualifications

• High school degree or equivalent; some college preferred.
• Prior experience in administrative work or office management is expected.
• Proficiency with Microsoft Office and GSuite required.
• Strong verbal and written communication skills; professional demeanor.

Responsibilities

• Run day-to-day operations of the Chicago Office and align with Springfield Office practices.
• Serve as point of contact for the Speaker, greet visitors, and arrange meetings spaces.
• Supervise the Office Assistant.
• Be the primary contact for the public and third-party organizations.
• Manage room reservations and coordinate travel vouchers and reimbursements.
• Maintain staff and agency lists and track legislation using ILGA.gov and other databases.
• Oversee office supplies, inventory, and front desk coverage.
• Ensure confidential handling of information and coordinate repairs as needed.
• Maintain a professional, organized office environment and support Directors and Chief of Staff.

Skills

Microsoft Office

GSuite

Verbal communication

Written communication

Professional demeanor

Education

High school diploma or equivalent

Some college preferred

Tools

ILGA.gov

Secretary of State Lobbyist Search database

Job description

The Assistant to the Speaker in Chicago supports day-to-day operations at the Michael A. Bilandic Building, supervising the office assistant and acting as the primary contact for the public, legislative offices, and agencies.

The role requires exceptional organizational and multitasking skills, with discretion and professionalism essential. Key duties include running daily office operations, coordinating meetings, managing travel reimbursements, and maintaining staff lists.