EXECUTIVE ADMINISTRATIVE ASSISTANT II

$74,244 - $74,244/Yr

City Of Chicago - Chicago, IL

Full-time - Mid Level

Chicago, IL

Executive, Legislative, and Other General Government Support

About the position

The Executive Administrative Assistant II position at the City of Chicago's Department of Planning & Development involves providing confidential secretarial and administrative support to the Commissioner. The role is essential for ensuring the smooth operation of the Commissioner's office, managing schedules, and facilitating communication within the department and with external stakeholders.

Responsibilities

• Provide confidential secretarial and administrative support to the Commissioner of Planning and Development.
• Relieve the Commissioner of clerical and administrative functions.
• Implement administrative work procedures to ensure office efficiency.
• Screen visitors and telephone calls, taking messages and forwarding calls as necessary.
• Maintain the Commissioner's calendar and schedule appointments.
• Manage meeting arrangements and logistics, including scheduling meeting rooms.
• Prepare the Commissioner for meetings through briefings and summaries.
• Relay requests for information and directives from the Commissioner to departmental staff.
• Provide status reports on various projects and critical issues.
• Take dictations, transcribe notes, and prepare summaries of meetings.
• Review correspondence and materials requiring the Commissioner's signature.
• Maintain confidentiality of all materials and files.
• Communicate with departmental managers, City officials, and external customers regarding project statuses.
• Utilize MS Word and Excel for correspondence, spreadsheets, and databases.
• Prepare PowerPoint presentations and materials.
• Conduct research and prepare correspondence for the Commissioner's signature.
• Handle travel arrangements and prepare paperwork for reimbursements.

Requirements

• Six (6) years of work experience performing secretarial and/or administrative support functions.
• Graduation from an accredited college with an Associate's degree and at least four (4) years of relevant experience.
• Graduation from an accredited college or university with a Bachelor's degree and at least two (2) years of relevant experience.
• Graduation from an accredited college or university with a Master's degree and at least one (1) year of relevant experience.

Nice-to-haves

• Experience with Microsoft Office Suite, particularly Word and Excel.
• Strong organizational skills and attention to detail.

Benefits

• Competitive salary of $74,244 per year.
• Opportunities for professional development and growth.
• Supportive work environment with a commitment to diversity and inclusion.