Executive Assistant

Executive Assistant

We continually strive for a workforce that reflects the growing diversity within the State of Illinois. A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public. Bilingual skills welcome.

Position Overview

The Division of Developmental Disabilities is seeking to hire an independent, highly organized, and detail-oriented staff assistant for the Director's Office in Springfield. This position will be responsible for performing a variety of sensitive and controversial assignments in the overall administration of the Division. The successful candidate shall demonstrate exemplary organizational and communication skills, be a self-starter, and be able to carry out assignments with limited oversight in a timely manner.

Essential Functions

Serves as Executive Assistant for the Director of Developmental Disabilities, managing sensitive and confidential assignments in the overall administration of the Division utilizing Microsoft Word, PowerPoint, Excel and Access. Manages the coordination of meetings, webinars, and conferences for the Office of the Director. Serves as liaison with program and administrative staff of the Division. Coordinates integration and flow of written and oral information and materials within the Office. Receives all confidential mail and calls, some of which are sensitive and controversial. Serves as Property Control Liaison for the Directors Office. Serves as the Travel Liaison for Central Office. Serves as a timekeeper for the Division. Develops and coordinates procedures for reviewing, processing and responding to requests involving the Office, printing, mail control and special requests. Performs other duties as assigned or required which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

Requires knowledge, skill and mental development equivalent to completion of four (4) years of college, preferably with courses in public or business administration. Requires two (2) years of professional experience in public or private organization.

Preferred Qualifications

Three (3) years of experience working as a professional confidential assistant for a public or private organization. Three (3) years of professional experience leading and managing logistics, including registrations, for trainings, meetings, committees and other large conferences, both in-person and online for a public or private organization. Three (3) years of professional experience working in a public or private organization maintaining confidentiality and handling sensitive information with professionalism. Three (3) years of professional experience meeting deadlines with strong attention to detail while simultaneously managing multiple projects.

About the Agency

The Illinois Department of Human Services uplifts individuals and communities across Illinois. Our mission is to respond to the needs of all people in Illinois so they can lead healthy, safe, and enriched lives. Our vision is the future we are shaping with dignity and the well-being for everyone in Illinois. Our values are the principles that guide us as we work to remove systemic barriers and create lasting opportunities with Compassion, Accessibility, Responsibility, and Equity.

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