Executive Assistant to the Chief of Staff

Illinois House of Representatives; Springfield (IL); Presencial; USD 59.000 - 72.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Health, dental, vision, prescription,–

Life insurance

State Employees' Retirement System

HSAs and deferred compensation

Vacation, sick and personal time

Descripción de la vacante

Illinois House of Representatives is seeking an administrative professional to support the Chief of Staff in Springfield. The role requires handling confidential information, managing the staff calendar, coordinating meetings, arranging travel, and producing briefing materials.

Strong MS Word/Excel and Google Workspace skills are essential, with excellent communication abilities. Responsibilities include greeting visitors, managing meeting logistics, preparing documents, and generating data

Formación

• Strong word processing and spreadsheet skills.
• Ability to handle confidential information with discretion.
• Proficiency with Google Workspace and email/calendar tools.

Responsabilidades

• Provide administrative secretarial support to the Chief of Staff.
• Handle confidential information.
• Screen calls and document messages with professional phone coverage.
• Manage the Chief of Staff's calendar and coordinate appointments.
• Prepare briefing materials before meetings and events.
• Greet visitors and oversee meeting logistics.
• Update contacts with phone numbers and emails.
• Schedule travel and prepare travel documents; manage reimbursements.
• Prepare, proofread, and format letters and reports.
• Generate comprehensive data reports as requested.

Conocimientos

Microsoft Word

Microsoft Excel

Google Workspace

Educación

High school diploma or equivalent

Associate's degree preferred

Descripción del empleo

Responsibilities

• Provide administrative secretarial support to the Chief of Staff;
• Handle confidential information;
• Providing professional phone coverage by screening incoming calls and documenting comprehensive messages;
• Managing the Chief of Staff's calendar and coordinating all appointments;
• Gather and organize all required briefing materials ahead of scheduled meetings and events;
• Professionally greeting visitors and overseeing all logistical aspects of meetings;
• Updating the Chief of Staff's contacts with phone number and email changes or additions;
• Scheduling travel arrangements for the Chief of Staff;
• Prepare travel documents and manage reimbursements;
• Prepare, proofread, and format letters and reports;
• Produce comprehensive data reports as requested by the Chief of Staff;
• Participate in continuous professional development;
• Maintain office documents and files;
• Other tasks as assigned.

Minimum Qualifications

• High school degree or Equivalent (some college or Associates Degree preferred)
• 3-year prior experience in a receptionist or office assistant role;
• 1-year prior experience with the IL General Assembly preferred;
• Very strong in Microsoft Word and Excel and Goggle Workspace (Gsuite); and
• Excellent verbal and written communication skills

Salary Range

• Minimum $65,000 based on experience and education;
• Health, dental, vision, prescription, behavioral health, and life insurance; for details, visit https://www2.illinois.gov/cms/benefits/StateEmployee/Pages/StateInsuranceProgram.aspx ;
• Participation in State Employees' Retirement System;
• Optional participation in health savings account and deferred compensation programs; and;
• Competitive vacation, sick, and personal time.

Work Environment

Work is largely performed in the Illinois State Capitol Building Complex in Springfield, Illinois which is open to the public. Security for the Capitol Complex is provided by Illinois Secretary of State Police.

The working environment can be noisy, and the building can be congested with constituents, lobbyists, tour groups, and demonstrators.

The person in this position needs to be able to remain in a stationary position for extended periods of time, as well as to move about inside the capitol building and grounds as necessary.

The person in this position constantly operates a computer and other office productivity machinery.

The person in this position frequently communicates with staff, legislators, lobbyists, and members of the public, and must be able to professionally exchange accurate information in these situations.

Typical work hours are 8:30 am to 4:30 pm on non-session days and 8:30 am to 7:00 pm on session days. Hours are subject to change. Occasional weekends may be required.

Some travel may be required.

Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. This description reflects management's assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned. This job description is subject to change at any time.

The Office of the Speaker of the Illinois House of Representatives is an equal opportunity employer and prohibits discrimination based on race, color, religion, gender, age, military discharge, national origin, ancestry, ethnicity, disability, sexual orientation, marital status, pregnancy, or any other characteristic protected by federal or state laws.