Executive Assistant to the Mayor & City Manager

City of Highland Park; Highland Park (IL); On-site; USD 31,000 - 38,000; Full time

Job summary

City of Highland Park seeks an experienced administrative professional to join the City Manager’s Office as Executive Assistant to the Mayor and City Manager. You will manage schedules, correspondence, meeting coordination, and general office operations while ensuring professional, discreet service to elected officials and the public.

The role requires strong organization, attention to detail, and the ability to juggle multiple priorities in a municipal setting. Notary knowledge is a plus.

Qualifications

• Strong written and verbal communication skills.
• Ability to maintain confidentiality and exercise discretion.
• Experience coordinating schedules, meetings, and office operations.

Responsibilities

• Provide high-level administrative support to the City Manager and Mayor.
• Manage executive schedules, correspondence, records, and filings.
• Coordinate meetings, events, and public appearances.
• Process invoices and purchase orders in the city financial system.
• Serve as primary point of contact for inquiries at the City Manager's Office.
• Assist with notary services and respond to public requests.

Skills

Excellent communication

Discretion confidentiality

Office coordination

Customer service

Education

Associate’s degree in Business Administration

Tools

Microsoft Office Suite

Job description

The City of Highland Park is seeking an experienced administrative professional to join the City Manager’s Office as Executive Assistant to the Mayor and City Manager. This position provides high-level support to the City Manager and Mayor, with responsibilities spanning scheduling, correspondence, meeting coordination, office operations and service to the public. We’re looking for someone who is organized, detail-oriented and able to manage a variety of responsibilities with professionalism, discretion and sound judgment.

Primary Purpose

Provides high-level administrative support to the City Manager and Mayor by managing executive schedules, correspondence, records, customer service, and general office operations. Supports the efficient administration of the City Manager's Office while ensuring responsive service to elected officials, staff, and the public.

Supervision Received

Works under the direct supervision of the City Manager.

Hourly Non-Exempt

IMRF Pension Eligible

Expected hiring range: $31.25 - $38.47 DOQ

($65,000 - $80,000 annual equivalent based on 40 hours per week)

2026 Max of Grade 10: $45.14

• Provide direct administrative support to the City Manager, including proofreading correspondence, reports and policy documents; setting up meetings and appointments for public events and executive meetings; and maintaining files and subject records. Process invoices for the City Manager's Office through the City's financial system, including requisitions and purchase orders.
• Provide administrative support to the Mayor, including managing correspondence, scheduling meetings and community appearances, maintaining the Mayor's calendar and files, and preparing materials for meetings and events. Enter and review timesheets for the Mayor and City Council bi-weekly.
• Deliver exceptional customer service by serving as the primary point of contact for the City Manager's Office through phone and walk-up counter coverage. Respond promptly and courteously to inquiries from internal and external stakeholders, provide information, direct requests to the appropriate staff, and ensure timely follow-up. Provide notary services to the public and serve as backup for landscaper and business license inquiries and issuance.
• Coordinate general office management for City Hall and the City Manager's Office, including procuring office supplies, monitoring office equipment and service needs, coordinating facility maintenance requests with the Facilities Division, working with outside vendors and service providers, and coordinating and assisting with large bulk mailings.
• Coordinate City Council, Commission and Advisory Board appointment and recognition processes, manage appointee orientation, maintain commission contact lists, and coordinate support of appointees with staff liaisons.
• Process certain City licenses and permits, including (1) Landscape, Tree, and Pavement Sealant Professional License; (2) Commercial Film Permit; (3) Valet Parking Permit; (4) Temporary Right of Way Permit.
• Perform other related duties as assigned.

Required Minimum Qualifications

The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

Graduation from high school or GED equivalent. Two year Associate’s degree in Business Administration or related field preferred.

Experience

Minimum of three years of progressively responsible work experience in a modern business office involving clerical, secretarial, and administrative support duties, or an equivalent combination of training and experience. Demonstrated proficiency in business correspondence and office management practices required.

Certification or License

A current license as a Notary Public in Illinois is strongly preferred.

Required Knowledge, Skills, and Proficiencies

• Excellent written, verbal, and interpersonal communication skills, with the ability to maintain strict confidentiality.
• Strong knowledge of business English, spelling, grammar, and arithmetic. Ability to compose correspondence independently and to proofread and edit documents effectively.
• Working knowledge of modern computer software and office equipment.
• Thorough knowledge of the City’s organizational structure, departmental functions, and municipal operations, with the ability to effectively direct inquiries, coordinate with departments, and serve as a knowledgeable resource for elected officials and the public.
• Understanding of local government operations, policies, and procedures, with the ability to support the City Manager and Mayor in managing schedules, records, and communications.

Work Environment

Most work is performed in an office environment with significant staff and public contact, including interactions with individuals under stress or emotional circumstances. The noise level is usually moderate.

Tools and Equipment Used

Operate standard office equipment including a computer with Microsoft Office Suite, copier, printer, scanner, fax machine, postage machine, and phone.

Physical Demands

Work requires extended periods of sitting, talking, seeing, and hearing. The role includes frequent data entry using a keyboard, mouse and other office equipment, as well as handling documents, reports and related materials. Occasional lifting and moving of objects up to 35 pounds. Vision requirements include close, distance, peripheral vision, depth perception, and the ability to adjust focus.