Executive Secretary, Diversity - Strategic Admin Partner

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 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.