Executive Assistant (Internal Candidates Only)

Job Description

Job Description

The Executive Assistant provides high-level administrative and operational support to the County Administrator's Office, serving as a central point of coordination for board and commission activities, public meeting processes, and executive team functions. This position plays a critical role in ensuring transparent, organized, and efficient county governance by maintaining accurate public records, supporting elected and appointed officials, and managing the administrative lifecycle of advisory bodies. The Executive Assistant exercises sound judgment, discretion, and professionalism in all interactions with elected officials, staff, the public, and community stakeholders.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties represent the primary functions of this position:

Public Meeting Recording Duties

• Responsible for the coordination of the monthly public hearing process for committee and County Board meetings.
• Drafts resolutions and supporting committee documentation.
• Attend and record official minutes for County Board meetings, committee sessions, and public hearings in compliance with the Open Meetings Act and county policy.
• Prepare, transcribe, and distribute accurate meeting minutes in a timely manner; maintain official records in accordance with applicable retention schedules.
• Ensure meeting postings, agendas, and supporting materials meet statutory public notice requirements.
• Manage audio/visual recording equipment and archival of meeting recordings.
• Respond to public records requests related to meeting documentation in coordination with the County Clerk or FOIA Officer.

Administrative Support to Executive Team

• Provide comprehensive administrative support to the County Administrator and senior executive staff, including calendar management, correspondence drafting, and document preparation.
• Coordinate executive-level meetings, including logistics, agenda development, material preparation, and follow-up action tracking.
• Manage confidential and sensitive information with the highest degree of discretion and professionalism.
• Prepare, proofread, and distribute reports, presentations, memoranda, and official communications on behalf of the executive team.
• Assisting with FOIA and OMA requests.
• Assist with special projects, policy research, and inter-departmental coordination as directed by the County Administrator or designee.
• Maintain organized filing systems (electronic and physical) for executive correspondence, contracts, and strategic documents.

Management of Board and Commission Appointment Process

• Administer the end-to-end appointment lifecycle for all county boards, commissions, and advisory committees, including vacancy tracking, application intake, and background coordination.
• Maintain a comprehensive database of current and past members, terms, qualifications, and attendance records.
• Coordinate application process; prepare appointment materials for County Board consideration.
• Communicate with applicants, appointees, and board/commission chairs throughout the appointment and orientation processes as applicable.
• Ensure compliance with statutory membership requirements, conflict of interest disclosures, and other applicable regulations.
• Prepare annual and ad hoc reports on board and commission composition and activity.

Office Reception Duties

• Serve as the primary point of contact for the Administration Office, greeting visitors and directing inquiries in a professional and welcoming manner.
• Manage office supply inventory, vendor contacts, and general office operations to ensure a well-functioning work environment.
• Receive and process incoming mail and deliveries; coordinate outgoing communications and courier needs.
• Assist members of the public with general inquiries, directing them to appropriate county departments and resources.

Other Duties as Assigned

• Complete supervisor-assigned tasks outside of core responsibilities

MINIMUM QUALIFICATIONS

Education:

• Associate's degree in Business Administration, Public Administration, Political Science, or a closely related field preferred.

Experience:

• Minimum of three (3) years of progressively responsible administrative or executive support experience, preferably in a government, public sector, or similarly complex organizational setting.
• Experience with public meeting processes, parliamentary procedure, and official minute-taking preferred.
• Experience supporting boards, commissions, or advisory bodies a plus.

KNOWLEDGE, SKILLS, AND ABILITIES

• Thorough knowledge of office administrative practices, records management, and document control.
• Familiarity with Illinois Open Meetings Act, Freedom of Information Act (FOIA), and local government operations preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and document management systems.
• Excellent written and verbal communication skills; ability to draft professional correspondence, reports, and minutes with accuracy and clarity.
• Strong organizational skills with the ability to prioritize competing demands and meet deadlines in a fast-paced environment.
• Demonstrated ability to maintain strict confidentiality and exercise sound, independent judgment.
• Ability to work effectively with elected officials, senior administrators, external stakeholders, and the general public.
• High degree of attention to detail and commitment to accuracy in all work products.
• Ability to manage audio/visual recording equipment for public meetings; technical aptitude for learning new systems.

WORKING CONDITIONS

Work is performed primarily in an office environment. This position requires regular attendance at evening public meetings and requires work outside of standard business hours. The position involves frequent sitting, use of computer equipment, and communication via telephone and electronic media. Light physical effort may be required for tasks such as setting up meeting rooms or managing office supplies.

COMPENSATION AND BENEFITS

Starting hourly pay range for 2026 is $21.00 to $27.00, commensurate with experience. Full-time, 40 hours per week. Core days and hours are Monday through Friday, 8:00 a.m. to 4:30 p.m., with a 30-minute meal break. However, position allows for flex time to accommodate approximately ten (10) mandatory evening meetings per month.

The position is deemed FLSA Non-Exempt and "confidential" is not subject to collective bargaining. "Confidential employee" means an employee who, in the regular course of his or her duties, assists and acts in a confidential capacity to persons who formulate, determine, and effectuate management policies with regard to labor relations or who, in the regular course of his or her duties, has authorized access to information relating to the effectuation or review of the employer's collective bargaining policies.