Job Description
Position Title: Assistant Secretary/ Administrative Assistant (Hybrid)
Location: Chicago, IL 60604
Duration: 6 months Contract on W2 (temp-to-hire)
Work Schedule: 37.5 hrs./week
Position Description:
- Under the supervision of the Interim Executive Director, the role provides administrative and logistical support.
- The role focuses on coordinating schedules, preparing documents, capturing meeting details, and supporting agency projects.
- Manage and coordinate the Interim Executive Director's calendar, scheduling priorities, and meeting logistics.
- Coordinate document review, approval, signature, filing, and distribution processes.
- Maintain confidential executive records and correspondence.
- Track meeting action items, deadlines, and follow-up activities.
- Coordinate with external stakeholders by arranging meeting logistics, welcoming attendees, and ensuring required materials are prepared for meetings.
- Coordinate logistics meetings (calendar invites, rooms/virtual links, audiovisual needs, visitor access, and materials).
- Provide administrative support for contract and budget processes (requisitions, invoices, tracking spreadsheets); prepare simple status reports and route for approvals.
- Assist with annual renewal of agency regional and corporate memberships (forms, payments, records).
- Perform other related duties as required or assigned.
Experience required:
- Between three to six (3 – 6) years of progressively responsible experience as an administrative assistant or office manager required.
- Experience working in a government agency and familiarity with ordinances/regulations is a plus.
Skills required:
- Computer Proficiency: Demonstrates the ability to efficiently use standard office software, including Microsoft Word, Excel, and Outlook, as well as digital document management systems (e.g., SharePoint or OneDrive).
- Detail Orientation: Demonstrates the ability to thoroughly review work for accuracy, completeness, and comply with all requirements.
- Multi‑Tasking: Effectively manages multiple priorities at once, staying organized, accurate, and able to shift plans as priorities shift.
- Interpersonal: Ability to build trust, navigate differing perspectives, and develop productive working relationships across diverse internal, governmental, and community stakeholders.
Education required:
- Knowledge, skills, and abilities equivalent to an associate’s degree in business administration, public administration, office management or related field is required.
Will have internal communication with:
- Internal teams -
- Occasional contact with Chairperson and Board members.
- Frequent contact with agency staff.
- External teams –
- Regular contact with all staff at levels of the Service Boards on behalf of the Executive Office.
- Limited contact with staff of various federal, state, and local agencies and private sector companies.
Additional Info:
- Temporary 6 months, with potential for extension, and potential to convert to perm for the right person.
- Onsite Monday – Thursday, Friday remote but may occasionally need to be onsite
- 37.5 hours weekly
- Will require an in-person interview
- Looking to have someone start ASAP (once identified and onboarding is completed)
Job Tags
Permanent employment, Full time, Contract work, Temporary work, Interim role, Work at office, Local area, Immediate start, Remote work, Monday to Friday, Shift work