Archived listing. The details below describe a past opening.
Anticipated Start Date: November 16, 2026 SUMMARY The Executive Administrative Assistant is responsible for administrative tasks for the Executive Director, Chief Operations Officer, Director of Finance, Director of Education and Board of Commissioners. Functions as Assistant Board Secretary and operates as FOIA Officer in their absence. Prepares daily correspondence, board documents, draft responses and presentations for Executive Director and Chief Operations Officer. Assembles agendas for committee meetings. Assists the Manager of Board Operations with the Agenda workflow process. Works closely with District’s Corporate Counsel including scheduling office hour appointments. Prepares Notices and Calls of Committee Meetings for members and media. Transcribes the proceedings of various meetings, including difficult legal terminology, using judgment as to content. Acts as Zoom administrator for various public meetings. Prepares various documents in development of the annual District budget. Ensures staff completion of Fee Ordinance, Budget Policy review, CIP Projects, Achievements and Narratives documents and prepares final documents. Compiles final budget book and manages printing and dissemination process. Directs the records retention process for the District. Works closely with Illinois Secretary of State’s office and Director of Administration on the District’s Records Retention Schedule. Performs a variety of office tasks including purchases, mailings, statistics, IACFPD activities report, calendar appointments and room reservations. Performs tasks that will require walking, bending, stooping, standing, kneeling, climbing, reaching and sitting. Drives a motorized vehicle to travel to different locations. Performs lifting tasks up to 25 pounds. Reports to the Manager of Board Operations.
EXPERIENCE Completion of two years of business-related college course work or executive secretarial training. Five years’ experience in office management. Proven ability to maintain confidentiality at the highest level in the organization. Knowledge of the Illinois Freedom of Information, Open Meetings and the Local Records Acts. Excellent computer skills including document management, word processing and spreadsheet programs. Ability to transcribe from recording device. Ability to set priorities. Must possess valid driver’s license.