Executive Management Assistant

Why Work for Illinois?

Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state. Whether you’re helping to improve schools, protect our natural resources, or support families in need, you’re part of something bigger—something that touches the lives of every person who calls Illinois home.

No matter what state career you’re looking for, we offer jobs that fit your life and your schedule—flexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.

Position Overview

The Office of Secretary is seeking to hire a dynamic, organized, detail-oriented individual to serve as Executive Management Assistant for the Secretary.  The Executive Management Assistant will coordinate projects from areas under the purview of the Secretary, serve as primary point of contact between the Secretary and representatives from other Offices/Divisions of the Department of Human Services (DHS), the public, and other state agencies, and speak on behalf of the Secretary and as requested, the Department at meetings and in programmatic and policy matters. The Executive Management Assistant will conceptualize, develop, and recommend procedural guidelines for the development and implementation of programs related to the efficient operation of the Office and other areas of DHS and coordinate, direct, and participate in a variety of special projects, including those of a highly sensitive and confidential nature.  The Executive Management Assistant will coordinate the processing of contractual documents and serve as the Secretary’s designee in managing the time of direct reports.

Essential Functions

• Serves as Executive Management Assistant for the Secretary, Department of Human Services.  

• Coordinates, directs, and participates in a variety of special projects, many of which are of a sensitive and/or highly confidential in nature, as instructed by the Secretary.

• Performs liaison duties between Human Resources and DHS upper management on matters regarding confidential personnel needs and operational problems. 

• Coordinates expedited responses to sensitive incoming issues from the Office of Communications, Office of Legislation, and the Governor’s Office. 

• Serves as Secretary’s designee in managing the time of direct reports and as a liaison between the Secretary, outside attorneys, Governor’s Office staff, program areas, members of the public, customers, and other state agencies.

• Performs other duties as assigned or required which are reasonably within the scope of duties enumerated above.

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of four (4) years of college, preferably with courses in business or public administration.

• Requires prior experience equivalent to three (3) years of progressively responsible administrative experience in a public or business organization.

Preferred Qualifications

• Five (5) years of professional experience in a public or private organization maintaining confidentiality and handling sensitive information with professionalism.

• Five (5) years of professional experience managing complex special projects which include evaluating existing and proposed programs, policies, and procedures for a public or private organization.

• Five (5) years of professional experience exercising judgment and discretion in developing, implementing and interpreting departmental policies and procedures.

• Two (2) years of professional experience working with personnel rules, policy and procedures, collective bargaining agreements, personnel processes, administrative directives, and personnel code/rules.

• Two (2) years of professional experience performing liaison work as a representative of the office director to discuss and/or interpret programs and procedures for the general-public and/or other internal/external entities.

• Two (2) years of professional experience exercising judgment and discretion in developing, implementing and interpreting departmental policies and procedures.

• Two (2) years of professional experience developing and maintaining cooperative working relationships internally and externally, with community organizations, federal, state and local governments.