Executive Secretary (Diversity)

Illinois Tollway; Downers Grove (IL); On-site; USD 55,000 - 72,000; Full time

Job summary

The Illinois Tollway is seeking an Executive Secretary who will serve as the first point of contact for a department, providing high-level administrative support to senior leadership and ensuring smooth daily operations.

The role includes preparing documents, managing calendars, coordinating travel, tracking expenses, and using CRM systems and project-management tools to support reporting and stakeholder engagement.

Qualifications

• Minimum of five years of progressive experience in an administrative, coordination, or customer service role.
• Excellent verbal and written communication skills.
• Proven ability to manage and prioritize multiple tasks in a fast-paced, high-volume environment while meeting deadlines.

Responsibilities

• Serve as the initial point of contact for office inquiries and triage issues to resolve them immediately and/or direct them to the appropriate staff in a timely manner.
• Prepare, modify and proofread documents, including meeting agendas, meeting materials, correspondence, articles, reports and memos.
• Schedule and maintain the calendar of appointments, meetings and travel.
• Submit, reconcile and track departmental expense reports and invoices.
• Support the coordination of the department’s relationships and communications with external and internal stakeholders.
• Open, read, route and distribute incoming mail and materials.
• Organize, maintain and procure office supplies and materials.
• Complete special projects and other duties as assigned by the department’s senior leadership.
• Utilize CRM platforms, data-tracking tools, workflow systems, and program-management software to support project tracking, compliance reporting, and stakeholder engagement.
• Process and track staff mileage reimbursements and employee travel reimbursements.
• Track departmental requirements for annual training, compliance training, IT assignments, and other mandatory agency initiatives.
• Support administrative, IT, and cross-departmental initiatives, including coordinating departmental tasks and assisting with system updates.

Skills

Administration

Communication

Multitasking

CRM platforms

Microsoft Office

Education

High School Diploma/GED

Associate’s degree

Tools

CRM platforms

Project management tools

SharePoint

Job description

The Illinois Tollway is dedicated to providing and promoting a safe and efficient system of highways while ensuring the highest possible level of service to our customers. Whether it's I-PASS, the Driving Connections Program, open road tolling or keeping you safe with our H.E.L.P. trucks, we are committed to delivering great benefits and services to customers.

The Tollway is a user-fee system – no state or federal tax dollars are used to support maintenance and operations. Operations are funded by toll and concession revenues.

Under the leadership of the Board of Directors and Executive Staff, the Tollway is committed to achieving the following goals: increase collaboration with regional transportation and planning agencies, promote the regional economy, maintain financial integrity, foster environmental responsibility and sustainability, maintain the safety and efficiency of the Tollway system, further transparency and accountability, enhance customer service, and maintain public trust.

In support of this mission, the Executive Secretary serves as a strategic partner to the Diversity Department’s leadership team. The Executive Secretary is the first point of contact for a department, provides high level and key administrative support for senior leadership, and ensures the smooth delivery of daily operations.

The Executive Secretary’s responsibilities include but are not limited to:

• Serve as the initial point of contact for office inquiries and triage issues to resolve them immediately and/or direct them to the appropriate staff in a timely manner
• Prepare, modify and proofread documents, including meeting agendas, meeting materials, correspondence, articles, reports and memos
• Schedule and maintain the calendar of appointments, meetings and travel
• Submit, reconcile and track departmental expense reports and invoices
• Support the coordination of the department’s relationships and communications with external and internal stakeholders
• Open, read, route and distribute incoming mail and materials
• Organize, maintain and procure office supplies and materials
• Complete special projects and other duties as assigned by the department’s senior leadership
• Utilize CRM platforms, data-tracking tools, workflow systems, and program-management software to support project tracking, compliance reporting, and stakeholder engagement.
• Process and track staff mileage reimbursements and employee travel reimbursements.
• Track departmental requirements for annual training, compliance training, IT assignments, and other mandatory agency initiatives.
• Support administrative, IT, and cross-departmental initiatives, including coordinating departmental tasks and assisting with system updates

Education (Required)

• High School Diploma, G.E.D., or the Equivalent of Education and Experience

Education (Preferred)

• Associate’s degree

Skills and Experience (Required)

• Minimum of five years of progressive experience in an administrative, coordination, or customer service role
• Excellent verbal and written communication skills
• Proven ability to manage and prioritize multiple tasks in a fast-paced, high-volume environment while meeting deadlines
• Ability to work effectively with stakeholders at all organizational levels
• Strong organizational, problem-solving, and critical-thinking abilities
• Proficiency with Microsoft Office and demonstrated ability to learn and use CRM, workflow, project-management, and other digital collaboration tools
• Ability to work independently and contribute effectively to a collaborative team environment

Skills and Experience (Preferred)

• Three years or more of experience as an administrative assistant for a senior leader at a large, complex organization
• Experience working with CRM or project-management platforms (e.g., Salesforce, Smartsheet, SharePoint, Teams, or equivalent tools)

The Illinois Tollway is committed to creating a diverse environment and is proud to be an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, marital status, national origin or ancestry, disability, unfavorable discharge from military services, age, order of protection status, military status, sex or sexual orientation.

All stated experience for each question listed within the Supplemental Question Section must also be reflected in the "Work Experience" section of your application or in your resume. Failure to do so, or overstating experience, result in receiving no credit for your answer, and may result in your disqualification from consideration.