Executive Assistant (Managerial Assistant III)

Office of the Illinois Secretary of State

Alexi Giannoulias

Job Title: Executive Assistant (Mng Asst III)
Division: Director Staff
Union: N/A
Location: 501 S Second St, Springfield, IL – Sangamon County

Salary: Salary $5,000 - $6,000 monthly, commensurate with experience

Overview:
Performs a variety of administrative, confidential and/or sensitive work duties as direct assistant to Executive level staff, primarily the Director. Performs high level administrative support including coordination of the Director’s schedule, preparation for meetings, responses to written and oral communication from staff, other department staff and outside entities. Assists in various high-level matters involving administrative, l egal, labor and employment matters, l iaising with Department staff, other department's personnel, Executive Office, and outside agencies on matters; serves as backup on Record Retention .

Duties and Responsibilities:

• Performs a variety of administrative, confidential and/or sensitive work duties as direct assistant to Executive level staff. Performs high level administrative support including coordination of Executive schedule, preparation for meetings, responses to written and oral communication from staff, other department staff and outside entities. Assists in various high-level matters involving administrative, l egal, labor and employment matters, l iaising with Department staff, other department's personnel, Executive Office, and outside agencies on matters; serves as backup on Record Retention .
• Handles a dministrative matters for Executive level staff including sensitive and confidential situations; handles department functional operations including coordination of services through Physical Services, Property Control, etc.; assists other executive staff with confidential and sensitive matters; participates in complex studies and investigations regarding office operations; serves as Department Personnel Liaison, keeping staff informed of issues in operations.
• Maintains operational programs such as Statement of Economic Interests, Ethics/Harassment Training, and others as assigned; performs liaison functions with department staff, other department personnel, Executive Office and outside agencies on legal and personnel matters on behalf of the Director.
• Directs and participates in the gathering of information relating to legal matters or department operations, including but not limited to monthly union information; receives, opens, and reviews mail for the Director; takes independent action in handling correspondence matters within defined limits; responds to inquiries, obtains information, drafts correspondence; provides information to the Director, often involving confidential matters.
• Serves as backup on Records Retention
• Performs other related duties as required or assigned.

Specific Skills:

• Experience in handling Executive level staff calendar, arrangements, correspondence and liaising with internal and external individuals and entities.
• Able to multi-task matters so that they are resolved in a timely fashion.
• Prefer candidate who has experience working in a local, state or government setting.
• Requires thorough knowledge of administrative practices and methods.
• Requires extensive knowledge of agency operations.
• Requires ability to express complex ideas clearly both orally and in written form.
• Requires ability to develop and maintain satisfactory working relationships with legislators, judicial and executive branch officials, other agency representatives and the general public.
• May require travel and possession of a valid Illinois driver’s license as determined by individual positions within the class.

Education and Work Experience:

Requires knowledge, skill and mental development equivalent to the completion of four years of college, with coursework in public or business administration AND three years of responsible professional experience in a public or private organization. Experience in Word, Excel, Power Point, various databases. Experience in a fast-paced work environment.

Additional requirements may need to be met for applicants to be deemed qualified for individual positions within the class; this may include specific licenses, certification or credentials as related to the position's duties and responsibilities as defined by the Department of Personnel .

Application Process:

• Please visit to apply by completing the online application; you may also upload a resume, or other attachments as needed.
• Preference will be given to Illinois residents in the hiring and selection process, in accordance with the Illinois Secretary of State Merit Employment Code.
• Questions regarding this posting or Illinois Secretary of State employment practices may be directed to Job Counselors at our Personnel offices in Chicago (312-793-5515) or Springfield (217-782-4783).

Equal Employment Opportunity Employer. Applicants must be lawfully authorized to work in the United States .
Applicants are considered for all positions without regard to race, color, religion, sex, national origin, sexual orientation, age, marital or veteran status, or the presence of a non-job-related medical condition or disability.