Executive Assistant to the Chief of Staff

hdsilga; Springfield (IL); On-site; USD 59,000 - 72,000; Full time

Benefits offered by this job

Health, dental, vision, prescription,生

State Employees’ Retirement System

Health savings account (HSAs) option

Vacation, sick, and personal time

Job summary

The Office of the Speaker of the Illinois House of Representatives in Springfield seeks an administrative secretary to support the Chief of Staff. You will manage confidential information, screen calls, prepare messages, and coordinate calendars and travel.

This on-site role requires strong Word/Excel and Google Workspace skills, excellent communication, and the ability to work in a busy Capitol environment with occasional long hours and some travel.

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)
• Excellent verbal and written communication skills
• No remote option

Responsibilities

• Provide administrative secretarial support to the Chief of Staff
• Handle confidential information
• Provide professional phone coverage by screening calls and documenting comprehensive messages
• Manage the Chief of Staff's calendar and coordinate appointments
• Gather and organize briefing materials ahead of scheduled meetings and events
• Greet visitors and oversee all meeting logistics
• Update the Chief of Staff’s contacts with changes or additions
• Schedule travel arrangements for the Chief of Staff
• Prepare travel documents and manage reimbursements
• Prepare, proofread, and format letters and reports
• Produce data reports as requested by the Chief of Staff
• Participate in continuous professional development
• Maintain office documents and files
• Other tasks as assigned

Skills

3-year experience as receptionist/办公室等

1-year IL General Assembly experience

Strong in Microsoft Word and Excel

Google Workspace (Gsuite) proficiency

Excellent verbal and written communic 

Education

High school diploma or equivalent; some college/Associates preferred

Tools

Microsoft Word

Microsoft Excel

Google Workspace

Job description

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;and
• 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
• No remote option

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.