Executive Assistant (Managerial Assistant III)

Springfield, IL
Full Time
Personnel
Experienced
Office of the Illinois Secretary of State
Alexi Giannoulias

Job Title:    Executive Assistant (Mng Asst III)
Division:     Director Staff
Union:         N/A
Location:    501 S Second St, Springfield, IL – Sangamon County

Salary:        Salary $5,000 - $6,000 monthly, commensurate with experience
          
Overview: 
Performs a variety of administrative, confidential and/or sensitive work duties as direct assistant to Executive level staff, primarily the Director.  Performs high level administrative support including coordination of the Director’s schedule, preparation for meetings, responses to written and oral communication from staff, other department staff and outside entities.  Assists in various high-level matters involving administrative, legal, labor and employment matters, liaising with Department staff, other department's personnel, Executive Office, and outside agencies on matters; serves as backup on Record Retention.

Duties and Responsibilities:
  • Performs a variety of administrative, confidential and/or sensitive work duties as direct assistant to Executive level staff.  Performs high level administrative support including coordination of Executive schedule, preparation for meetings, responses to written and oral communication from staff, other department staff and outside entities.  Assists in various high-level matters involving administrative, legal, labor and employment matters, liaising with Department staff, other department's personnel, Executive Office, and outside agencies on matters; serves as backup on Record Retention. 
  • Handles administrative matters for Executive level staff including sensitive and confidential situations; handles department functional operations including coordination of services through Physical Services, Property Control, etc.; assists other executive staff with confidential and sensitive matters; participates in complex studies and investigations regarding office operations; serves as Department Personnel Liaison, keeping staff informed of issues in operations.
  • Maintains operational programs such as Statement of Economic Interests, Ethics/Harassment Training, and others as assigned; performs liaison functions with department staff, other department personnel, Executive Office and outside agencies on legal and personnel matters on behalf of the Director.
  • Directs and participates in the gathering of information relating to legal matters or department operations, including but not limited to monthly union information; receives, opens, and reviews mail for the Director; takes independent action in handling correspondence matters within defined limits; responds to inquiries, obtains information, drafts correspondence; provides information to the Director, often involving confidential matters.
  • Serves as backup on Records Retention
  • Performs other related duties as required or assigned.

Specific Skills:
  • Experience in handling Executive level staff calendar, arrangements, correspondence and liaising with internal and external individuals and entities.
  • Able to multi-task matters so that they are resolved in a timely fashion. 
  • Prefer candidate who has experience working in a local, state or government setting.
  • Requires thorough knowledge of administrative practices and methods.
  • Requires extensive knowledge of agency operations.
  • Requires ability to express complex ideas clearly both orally and in written form.
  • Requires ability to develop and maintain satisfactory working relationships with legislators, judicial and executive branch officials, other agency representatives and the general public.
  • May require travel and possession of a valid Illinois driver’s license as determined by individual positions within the class.
Education and Work Experience:

Requires knowledge, skill and mental development equivalent to the completion of four years of college, with coursework in public or business administration AND three years of responsible professional experience in a public or private organization.  Experience in Word, Excel, Power Point, various databases.  Experience in a fast-paced work environment.  
 
Additional requirements may need to be met for applicants to be deemed qualified for individual positions within the class; this may include specific licenses, certification or credentials as related to the position's duties and responsibilities as defined by the Department of Personnel.

Application Process: 
  • Please visit https://ilsos.applytojob.gov/apply to apply by completing the online application; you may also upload a resume, or other attachments as needed.
  • Preference will be given to Illinois residents in the hiring and selection process, in accordance with the Illinois Secretary of State Merit Employment Code.
  • Questions regarding this posting or Illinois Secretary of State employment practices may be directed to Job Counselors at our Personnel offices in Chicago (312-793-5515) or Springfield (217-782-4783).  
 
Equal Employment Opportunity Employer. Applicants must be lawfully authorized to work in the United States.
Applicants are considered for all positions without regard to race, color, religion, sex, national origin, sexual orientation, age, marital or veteran status, or the presence of a non-job-related medical condition or disability.
Share

Apply for this position

Required*
We've received your resume. Click here to update it.
Attach resume or Paste resume
Attach resume as .pdf, .doc, .docx, .odt, .txt, or .rtf (limit 5MB) or Paste resume

Paste your resume here or Attach resume file

To comply with government Equal Employment Opportunity and/or Affirmative Action reporting regulations, we are requesting (but NOT requiring) that you enter this personal data. This information will not be used in connection with any employment decisions, and will be used solely as permitted by state and federal law. Your voluntary cooperation would be appreciated. Learn more.
Invitation for Job Applicants to Self-Identify as a U.S. Veteran
  • A “disabled veteran” is one of the following:
    • a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or
    • a person who was discharged or released from active duty because of a service-connected disability.
  • A “recently separated veteran” means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.
  • An “active duty wartime or campaign badge veteran” means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.
  • An “Armed forces service medal veteran” means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.
Veteran status


Voluntary Self-Identification of Disability
Voluntary Self-Identification of Disability Form CC-305
OMB Control Number 1250-0005
Expires 04/30/2026
Why are you being asked to complete this form?

We are a federal contractor or subcontractor. The law requires us to provide equal employment opportunity to qualified people with disabilities. We have a goal of having at least 7% of our workers as people with disabilities. The law says we must measure our progress towards this goal. To do this, we must ask applicants and employees if they have a disability or have ever had one. People can become disabled, so we need to ask this question at least every five years.

Completing this form is voluntary, and we hope that you will choose to do so. Your answer is confidential. No one who makes hiring decisions will see it. Your decision to complete the form and your answer will not harm you in any way. If you want to learn more about the law or this form, visit the U.S. Department of Labor’s Office of Federal Contract Compliance Programs (OFCCP) website at www.dol.gov/ofccp.

How do you know if you have a disability?

A disability is a condition that substantially limits one or more of your “major life activities.” If you have or have ever had such a condition, you are a person with a disability. Disabilities include, but are not limited to:

  • Alcohol or other substance use disorder (not currently using drugs illegally)
  • Autoimmune disorder, for example, lupus, fibromyalgia, rheumatoid arthritis, HIV/AIDS
  • Blind or low vision
  • Cancer (past or present)
  • Cardiovascular or heart disease
  • Celiac disease
  • Cerebral palsy
  • Deaf or serious difficulty hearing
  • Diabetes
  • Disfigurement, for example, disfigurement caused by burns, wounds, accidents, or congenital disorders
  • Epilepsy or other seizure disorder
  • Gastrointestinal disorders, for example, Crohn's Disease, irritable bowel syndrome
  • Intellectual or developmental disability
  • Mental health conditions, for example, depression, bipolar disorder, anxiety disorder, schizophrenia, PTSD
  • Missing limbs or partially missing limbs
  • Mobility impairment, benefiting from the use of a wheelchair, scooter, walker, leg brace(s) and/or other supports
  • Nervous system condition, for example, migraine headaches, Parkinson’s disease, multiple sclerosis (MS)
  • Neurodivergence, for example, attention-deficit/hyperactivity disorder (ADHD), autism spectrum disorder, dyslexia, dyspraxia, other learning disabilities
  • Partial or complete paralysis (any cause)
  • Pulmonary or respiratory conditions, for example, tuberculosis, asthma, emphysema
  • Short stature (dwarfism)
  • Traumatic brain injury
Please check one of the boxes below:

PUBLIC BURDEN STATEMENT: According to the Paperwork Reduction Act of 1995 no persons are required to respond to a collection of information unless such collection displays a valid OMB control number. This survey should take about 5 minutes to complete.

You must enter your name and date