Administrative Assistant

Position Title: Assistant Secretary/ Administrative Assistant (Hybrid)

Location: Chicago, IL 60604

Duration: 6 months Contract on W2 (temp-to-hire)

Work Schedule: 37.5 hrs./week

Position Description:

• Under the supervision of the Interim Executive Director, the role provides administrative and logistical support.
• The role focuses on coordinating schedules, preparing documents, capturing meeting details, and supporting agency projects.
• Manage and coordinate the Interim Executive Director's calendar, scheduling priorities, and meeting logistics.
• Coordinate document review, approval, signature, filing, and distribution processes.
• Maintain confidential executive records and correspondence.
• Track meeting action items, deadlines, and follow-up activities.
• Coordinate with external stakeholders by arranging meeting logistics, welcoming attendees, and ensuring required materials are prepared for meetings.
• Coordinate logistics meetings (calendar invites, rooms/virtual links, audiovisual needs, visitor access, and materials).
• Provide administrative support for contract and budget processes (requisitions, invoices, tracking spreadsheets); prepare simple status reports and route for approvals.
• Assist with annual renewal of agency regional and corporate memberships (forms, payments, records).
• Perform other related duties as required or assigned.

Experience required:

• Between three to six (3 – 6) years of progressively responsible experience as an administrative assistant or office manager required.
• Experience working in a government agency and familiarity with ordinances/regulations is a plus.

Skills required:

• Computer Proficiency: Demonstrates the ability to efficiently use standard office software, including Microsoft Word, Excel, and Outlook, as well as digital document management systems (e.g., SharePoint or OneDrive).
• Detail Orientation: Demonstrates the ability to thoroughly review work for accuracy, completeness, and comply with all requirements.
• Multi‑Tasking: Effectively manages multiple priorities at once, staying organized, accurate, and able to shift plans as priorities shift.
• Interpersonal: Ability to build trust, navigate differing perspectives, and develop productive working relationships across diverse internal, governmental, and community stakeholders.

Education required:

• Knowledge, skills, and abilities equivalent to an associate’s degree in business administration, public administration, office management or related field is required.

Will have internal communication with:

• Internal teams -
• Occasional contact with Chairperson and Board members.
• Frequent contact with agency staff.
• External teams –
• Regular contact with all staff at levels of the Service Boards on behalf of the Executive Office.
• Limited contact with staff of various federal, state, and local agencies and private sector companies.

Additional Info:

• Temporary 6 months, with potential for extension, and potential to convert to perm for the right person.
• Onsite Monday – Thursday, Friday remote but may occasionally need to be onsite
• 37.5 hours weekly
• Will require an in-person interview
• Looking to have someone start ASAP (once identified and onboarding is completed)