Senior Executive Assistant

SENIOR EXECUTIVE ASSISTANT

JOB SUMMARY

The Senior Executive Assistant serves as the primary administrative and operational coordinator for the Office of the Secretary of the Cook County Board of Review (CCBOR). The position manages day-to-day office operations, coordinates the Secretary’s schedule and leadership activities, organizes office workflows, and tracks assignments, deadlines, and follow-up.
Serving as a central point of coordination, the position works with executive leadership, department heads, Commissioners’ offices, County agencies, and other stakeholders to facilitate meetings, correspondence, requests, and cross-functional priorities. The position also drafts and coordinates Board meeting agendas, notices, and related materials in accordance with the Illinois Open Meetings Act (OMA) and applicable Board requirements.
The incumbent exercises considerable discretion and independent judgment and regularly handles confidential, sensitive, personnel, financial, operational, legal, and governance-related information.

ESSENTIAL JOB DUTIES

•   Provide high-level administrative and executive support to the Secretary of the Board.
•   Manage the Secretary’s calendar, appointments, meeting requests, and scheduling priorities.
•   Coordinate meetings for the Secretary’s Office, including agendas, briefing materials, logistics, action items, and follow-up.
•   Organize incoming correspondence, requests, assignments, and office workflows; route items to the appropriate staff and track deadlines.
•   Maintain action-item and deliverable trackers and follow up with department leaders and staff to support timely completion.
•   Coordinate information and activities across finance, procurement, human resources, legal and labor, information technology, compliance, governance, and facilities.
•   May support timekeeping by collecting and reviewing timesheets for completeness, coordinating corrections with employees, supervisors, and managers.
•   May provide accounts payable support by receiving and organizing invoices, checking that required documentation is included, routing invoices for review and approval, and tracking their status through payment.
•   Prepare and organize briefing materials for meetings with Commissioners, executive leadership, County agencies, governmental partners, and external stakeholders.
•   Draft, review, edit, and format correspondence, memoranda, reports, presentations, and meeting materials.
•   Monitor Board actions, organizational deadlines, and major deliverables; bring time-sensitive or unresolved matters to the Secretary’s attention.
•   Handle confidential and sensitive information with discretion and maintain organized records and files.
•   Respond to inquiries and provide information to staff and external contacts, referring matters to the appropriate office when needed.
•   Perform related administrative and executive-support duties as assigned.

The duties listed are not set forth for purposes of limiting the assignment of work. They are not to be construed as a complete list of the many duties normally to be performed under a job title or those to be performed temporarily outside an employee’s normal line of work.

Attention Applicants: Please note that as part of ongoing job architecture initiatives, the Cook County Board of Review is reviewing job titles and corresponding grades, which may be subject to change.
 

EDUCATION AND EXPERIENCE

•   Bachelor’s degree from an accredited college or university in Public Administration, Business Administration, Communications, Management, or a related field.
•   Five (5) years of progressively responsible professional experience in executive support, administration, government operations, project coordination, or a related field.
•   Experience providing direct support to an executive, department head, elected official, or senior-level administrator.
•   Experience coordinating executive-level meetings, organizational initiatives, assignments, and competing deadlines.
•   Experience preparing professional correspondence, memoranda, reports, presentations, agendas, briefing materials, or other executive communications.
•   Strong organizational, analytical, communication, writing, editing, and problem-solving skills.
•   Demonstrated ability to exercise discretion and independent judgment when handling confidential and sensitive information.
•   Ability to coordinate work and information across multiple departments and organizational levels.
•   Strong proficiency with Microsoft Office applications and other standard business and collaboration technologies.
•   Experience working in the public sector or governmental environment preferred.
•   Experience supporting executive leadership within a complex, multi-department organization preferred.

Resume and application must clearly indicate the duration and nature of work experience and education for consideration in accordance with all minimum and preferred qualifications.

PHYSICAL REQUIREMENTS

•   Long periods of time working on a computer requiring vision and typing capability.
•   Ability to sit and stand for extended periods of time.
•   Regular use of telephone and other standard office technology.
•   Repetitive use of hands to handle and/or operate standard office equipment.
•   Traveling between offices, County facilities, and meetings may be required.

BENEFITS PACKAGE

•   Medical, Dental, and Vision Coverage
•   Basic Term Life Insurance
•   Pension Plan and Deferred Compensation Program
•   Employee Assistance Program
•   Paid holidays, vacation, and sick time
•   Flexible work schedule

    For further information on our excellent benefits package, please click on the following link: http://www.cookcountyrisk.com

Any offer of employment will be contingent on the applicant passing a background check and any required pre-employment testing.

RESIDENCY REQUIRMENTS

As an employee at the Board of Review, if you do not currently live in Cook County you will have six (6) months from date of hire to establish actual residency within Cook County.

The CCBOR prohibits all unlawful discrimination in its hiring and promotional process. 

COOK COUNTY BOARD OF REVIEW IS AN EQUAL OPPORTUNITY EMPLOYER