OVERVIEW
The Department of Planning and Development seeks an Executive Assistant I to provide office support (scheduling, screening calls, correspondence) to the Executive Supervisor, assists in compiling data, preparing reports, agendas, and memoranda, and coordinating special projects. This role has access to confidential information and executive management level deliberations and decisions, and thus requires a high level of professionalism, tact and diplomacy.
Cook County offers great benefits and the chance to participate in a strong tradition of public service. Cook County is home to more than five million residents, roughly 45% of Illinois’ population. Cook County Government provides a range of vital services and programs that enhance the quality of life for residents across the region. These services range from health care to urban planning. Cook County is committed to empowering its employees to bring our constituents the best that public service has to offer.
HOW TO APPLY: Please submit a Resume and Cover letter to Shakmanexemptapplications@cookcountyil.gov
WHY PURSUE A CAREER WITH COOK COUNTY?
In addition to providing employees with a challenging, rewarding environment for career and personal growth, we are proud to also offer some of the best benefits in the public sphere, including:
- Top Tier Medical Benefits:Medical Plans, Prescription Drug Benefit, Dental Plans, Vision Plan and 7 Additional voluntary benefit plans
- Flexible Teleworking Options
- Generous, Flexible Paid Time Off (13 paid designated holidays; Minimum of 14 vacation days annually; and Paid sick leave)
- Pension Plan
- Financial Support Programs and Resources: Life Insurance, Flexible Spending Accounts – Dependent Day Care, Commuter Benefits, Discounted Parking, PSLF Eligibility, Deferred Compensation and Education Tuition Stipend
- Health/Wellness Perks: Flexible Spending Accounts-Health Care, Employee Assistance Program and MyHealth Connections wellness program.
SNAPSHOT OF COOK COUNTY:
- Serves 5.28 million residents of Chicago and its inner suburbs
- 2nd largest county in America
- Larger than 27 states
- Cook County employs over 22,000 employees who work in a variety of skilled jobs and trades.
- Nearly 80% unionized workforce
- 15 unions represented
- 63 separate collective bargaining agreements
- Highway – Cook County maintains almost 600 miles of roads and highways.
- Land – Cook County assesses the value of more than 1.5 million parcels of taxable land and collects and distributes tax funds as a service for local government taxing bodies.
- Safety – Cook County provides vital services to local government, from conducting elections in suburban areas to offering 911 services in unincorporated areas and municipalities.
LOCATION:
Located in the Loop District of downtown Chicago, one of the most formidable business districts in the world, the area has an astounding number of cultural foundations, stunning parks such as Millennial Park and Maggie Daley Park, steps away from the Chicago Riverwalk, award-winning restaurants and plenty of shopping! In addition, Chicago is serviced by multiple bus and train lines for public transportation from the suburbs to the city, taxis are plentiful, public parking garages for motorist, and bicycle share rentals and local bike lanes for bicyclist.
ROLE SUMMARY
Provides diverse administrative support to an Executive Assistant Supervisor (defined in the Employment Plan as a Bureau Chief, Department Director, or certain other named top County personnel). Executive Assistant provides office support (scheduling, screening calls, correspondence) to Executive Supervisor, assists in compiling data, preparing reports, agendas, and memoranda, and coordinating special projects. May supervise support staff personnel, oversee employee time and attendance records in connection with payroll processing, and be responsible for addressing personnel issues. Has access to confidential information and executive management level deliberations and decisions, and thus requires a high level of professionalism, tact and diplomacy.
KEY RESPONSIBILITIES AND DUTIES:
Provides responsible and confidential administrative work in support of the Executive Assistant Supervisor, including general office support, screening calls and visitors, scheduling, handling correspondence, and overseeing file systems. May also supervise other administrative staff.
Handles routine matters pertaining to the administration of the Bureau, Department of other unit of County government, including answering questions verbally and in writing.
Compiles and analyzes data, prepares routine and special reports. Prepares agendas and materials for meetings and presentations.
Assumes responsibility, in the Executive Assistant Supervisor’s absence, for forwarding requests for action or information to responsible managers or personnel and monitoring resulting activity for purposes of briefing the Executive Assistant Supervisor.
Assists in coordinating activities between the Bureau, Department of other unit of County government and various outside parties including corporations, non-profit organizations, foundations, sub-grant recipients and local and state elected officials.
Keeps abreast of Executive Assistant Supervisor immediate and long-term commitments and plans; identifies conflicts, flags problems for intervention and makes changes as appropriate.
Oversees special projects assigned by the Executive Assistant Supervisor.
Performs other tasks and duties as assigned by Executive Assistant Supervisor.
KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of administrative procedures and regulations particular to work of the Bureau, Department or other unit of County government to which assistant is assigned.
Knowledge of good office management principles and knowledge of supervisory and training techniques.
Professional demeanor, ability to interact with persons of all backgrounds, cultures and affiliations within all levels of government, business or non-profit entities.
Ability to make sound decisions and carry out programs affecting one’s own work and the work of others in a changing work environment.
Proficiency in the use of a computers and associated software programs.
Ability to follow-up in a thorough and timely manner relative to all requests and/or unresolved business.
Skill and accuracy in the control, organization and maintenance of files and records according to various methods.
Good communication skills; ability to exercise diplomacy, gather information from others and make inquiries; ability to convey information and explain or discuss office policy and procedure with others in person or by telephone.
Skill in the application of complex instructions, written and verbal; ability to accurately relate such instructions in full or part to other administrative staff.
Ability to coordinate several tasks at one time and perform well under pressure; ability to fill in for and perform the duties of designated support staff, as needed; ability to relieve management of certain administrative functions.
This position may require traveling to work assignments for which the employee must provide his or her own adequate means of transportation.
MINIMUM QUALIFICATIONS:
Graduation from an accredited college or university with a Bachelor’s Degree and two (2) years of experience in responsible administrative roles within an executive office environment OR six (6) years of experience in responsible administrative roles within an executive office environment.
Knowledge of the Microsoft Office Suite, including Microsoft Outlook, Word, Excel, PowerPoint and other advanced office software.
PREFERRED QUALIFICATIONS:
Experience supporting a senior executive.
PHYSICAL REQUIREMENTS:
Sedentary Work
Sedentary Work involves exerting up to 10 pounds of force occasionally or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time.
The duties listed are not set forth for purposes of limiting the assignment of work. They are not to be construed as a complete list of the many duties normally to be performed under a job title or those to be performed temporarily outside an employee’s normal line of work.
EMPLOYMENT TERMS
POST OFFER TESTING: This position requires successful completion of post-offer tests, which may include a background check, drug screen and medical examination.
COVID-19 VACCINATION POLICY: Pursuant to Executive Order 2021-1 and Cook County’s Mandatory COVID-19 Vaccination Policy, the selected candidate will be required to either submit proof of full vaccination or a request for reasonable accommodation prior to the start of employment. Please click the following hyperlinks for the full text of Executive Order 2021-1 and the Cook County’s Mandatory COVID-19 Vaccination Policy.
