OTHER

FEED

UNKNOWN

Confidential employee" means an employee who, in the regular course of his or her duties, assists and acts in a confidential capacity to persons who formulate, determine, and effectuate management policies with regard to labor relations or who, in the regular course of his or her duties, has authorized access to information relating to the effectuation or review of the employer's collective bargaining policies. The Executive Assistant provides high-level administrative and operational support to the County Administrator's Office, serving as a central point of coordination for board and commission activities, public meeting processes, and executive team functions.

HOUR

<p>The Executive Assistant provides high-level administrative and operational support to the County Administrator's Office, serving as a central point of coordination for board and commission activities, public meeting processes, and executive team functions. This position plays a critical role in ensuring transparent, organized, and efficient county governance by maintaining accurate public records, supporting elected and appointed officials, and managing the administrative lifecycle of advisory bodies. The Executive Assistant exercises sound judgment, discretion, and professionalism in all interactions with elected officials, staff, the public, and community stakeholders.</p><p style="border:none;padding:0in"><strong>ESSENTIAL DUTIES AND RESPONSIBILITIES</strong></p><p>The following duties represent the primary functions of this position:</p><p><strong>Public Meeting Recording Duties</strong></p><ul><li>Responsible for the coordination of the monthly public hearing process for committee and County Board meetings.</li><li>Drafts resolutions and supporting committee documentation.</li><li>Attend and record official minutes for County Board meetings, committee sessions, and public hearings in compliance with the Open Meetings Act and county policy.</li><li>Prepare, transcribe, and distribute accurate meeting minutes in a timely manner; maintain official records in accordance with applicable retention schedules.</li><li>Ensure meeting postings, agendas, and supporting materials meet statutory public notice requirements.</li><li>Manage audio/visual recording equipment and archival of meeting recordings.</li><li>Respond to public records requests related to meeting documentation in coordination with the County Clerk or FOIA Officer.</li></ul><p><strong>Administrative Support to Executive Team</strong></p><ul><li>Provide comprehensive administrative support to the County Administrator and senior executive staff, including calendar management, correspondence drafting, and document preparation.</li><li>Coordinate executive-level meetings, including logistics, agenda development, material preparation, and follow-up action tracking.</li><li>Manage confidential and sensitive information with the highest degree of discretion and professionalism.</li><li>Prepare, proofread, and distribute reports, presentations, memoranda, and official communications on behalf of the executive team.</li><li>Assisting with FOIA and OMA requests.</li><li>Assist with special projects, policy research, and inter-departmental coordination as directed by the County Administrator or designee.</li><li>Maintain organized filing systems (electronic and physical) for executive correspondence, contracts, and strategic documents.</li></ul><p><strong>Management of Board and Commission Appointment Process</strong></p><ul><li>Administer the end-to-end appointment lifecycle for all county boards, commissions, and advisory committees, including vacancy tracking, application intake, and background coordination.</li><li>Maintain a comprehensive database of current and past members, terms, qualifications, and attendance records.</li><li>Coordinate application process; prepare appointment materials for County Board consideration.</li><li>Communicate with applicants, appointees, and board/commission chairs throughout the appointment and orientation processes as applicable.</li><li>Ensure compliance with statutory membership requirements, conflict of interest disclosures, and other applicable regulations.</li><li>Prepare annual and ad hoc reports on board and commission composition and activity.</li></ul><p><strong>Office Reception Duties</strong></p><ul><li>Serve as the primary point of contact for the Administration Office, greeting visitors and directing inquiries in a professional and welcoming manner.</li><li>Manage office supply inventory, vendor contacts, and general office operations to ensure a well-functioning work environment.</li><li>Receive and process incoming mail and deliveries; coordinate outgoing communications and courier needs.</li><li>Assist members of the public with general inquiries, directing them to appropriate county departments and resources.</li></ul><p><strong>Other Duties as Assigned</strong></p><ul><li>Complete supervisor-assigned tasks outside of core responsibilities </li></ul><p style="border:none;padding:0in"><strong>MINIMUM QUALIFICATIONS</strong></p><p><strong>Education:</strong></p><ul><li>Associate's degree in Business Administration, Public Administration, Political Science, or a closely related field preferred.</li></ul><p><strong>Experience:</strong></p><ul><li>Minimum of three (3) years of progressively responsible administrative or executive support experience, preferably in a government, public sector, or similarly complex organizational setting.</li><li>Experience with public meeting processes, parliamentary procedure, and official minute-taking preferred.</li><li>Experience supporting boards, commissions, or advisory bodies a plus.</li></ul><p style="border:none;padding:0in"><strong>KNOWLEDGE, SKILLS, AND ABILITIES</strong></p><ul><li>Thorough knowledge of office administrative practices, records management, and document control.</li><li>Familiarity with Illinois Open Meetings Act, Freedom of Information Act (FOIA), and local government operations preferred.</li><li>Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and document management systems.</li><li>Excellent written and verbal communication skills; ability to draft professional correspondence, reports, and minutes with accuracy and clarity.</li><li>Strong organizational skills with the ability to prioritize competing demands and meet deadlines in a fast-paced environment.</li><li>Demonstrated ability to maintain strict confidentiality and exercise sound, independent judgment.</li><li>Ability to work effectively with elected officials, senior administrators, external stakeholders, and the general public.</li><li>High degree of attention to detail and commitment to accuracy in all work products.</li><li>Ability to manage audio/visual recording equipment for public meetings; technical aptitude for learning new systems.</li></ul><p style="border:none;padding:0in"><strong>WORKING CONDITIONS</strong></p><p>Work is performed primarily in an office environment. This position requires regular attendance at evening public meetings and requires work outside of standard business hours. The position involves frequent sitting, use of computer equipment, and communication via telephone and electronic media. Light physical effort may be required for tasks such as setting up meeting rooms or managing office supplies.</p><p style="border:none;padding:0in"><strong>COMPENSATION AND BENEFITS</strong></p><p>Starting hourly pay range for 2026 is $21.00 to $27.00, commensurate with experience. Full-time, 40 hours per week. Core days and hours are Monday through Friday, 8:00 a.m. to 4:30 p.m., with a 30-minute meal break. However, position allows for flex time to accommodate approximately ten (10) mandatory evening meetings per month.</p><p>The position is deemed FLSA Non-Exempt and "confidential" is not subject to collective bargaining. "Confidential employee" means an employee who, in the regular course of his or her duties, assists and acts in a confidential capacity to persons who formulate, determine, and effectuate management policies with regard to labor relations or who, in the regular course of his or her duties, has authorized access to information relating to the effectuation or review of the employer's collective bargaining policies.</p><p>DeKalb County provides a comprehensive benefits package including health, dental, and vision insurance, retirement plan participation through the Illinois Municipal Retirement Fund (IMRF), paid leave, and professional development opportunities.</p>

DeKalb County, Illinois

Executive Assistant

Administrative Skills

Audiovisual

Board Meeting

Business Administration

Calendar Management

Collective Bargaining

Communication Skills

Detail Oriented

Digital Media

Document Control

Document Management

Documentation

Establish Priorities

Executive Assistant Skills 

Financial Reporting

Government

Industrial Relations

Inventory Management

Local Government

Logistics

Mail Processing

Manage Agenda

Meeting Minutes

Microsoft Excel

Microsoft Office

Microsoft Outlook

Microsoft PowerPoint

Microsoft Word

Operational Support

Organizational Skills

Plan Meetings

Political Science

Presentation/Verbal Skills

Process Management

Proofreading

Public Administration

Record Keeping

Records Management

Support Documentation

Systems Maintenance

Time Management

Writing Skills

Talent Acquisition

YEAR

Information collected and processed through your application with INSPYR Solutions (including any job applications you choose to submit) is subject to INSPYR Solutions’ Privacy Policy and INSPYR Solutions’ AI and Automated Employment Decision Tool Policy: https://www.inspyrsolutions.com/policies/. This role extends far beyond traditional administrative support and combines executive assistance, strategic project coordination, relationship management, personal concierge services, and operational leadership.

<p><strong>Title: </strong>Executive Assistant to the Chief Executive Officer<br/><strong>Location:</strong> Hybrid/Remote in Elgin, IL (Candidates within Central Time Zone preferred)<br/><strong>Duration:</strong> Full-Time<br/><strong>Compensation:</strong> $65K - $75K<br/><strong>Work Requirements:</strong> US Citizen, GC Holders or Authorized to Work in the US</p><h3>Executive Assistant to the Chief Executive Officer</h3><h2>Position Overview</h2><p>We are seeking an exceptional Executive Assistant to serve as a strategic partner to the Chief Executive Officer. This role extends far beyond traditional administrative support and combines executive assistance, strategic project coordination, relationship management, personal concierge services, and operational leadership.</p><p>The ideal candidate is highly organized, proactive, resourceful, and capable of anticipating needs before they arise. This individual will act as a force multiplier for the CEO by managing priorities, protecting time, streamlining communications, coordinating initiatives, and ensuring consistent progress toward strategic goals. The Executive Assistant will serve as a trusted advisor, gatekeeper, organizer, and execution partner who helps maximize the CEO's effectiveness both professionally and personally.</p><h2>Key Responsibilities</h2><h3>Executive & Strategic Support</h3><ul><li>Manage and optimize the CEO's calendar, priorities, strategic initiatives, and daily workflow.</li><li>Maintain accountability systems for key business objectives, projects, and quarterly priorities.</li><li>Organize ideas, opportunities, and initiatives into actionable plans with clear ownership and deadlines.</li><li>Prepare executive summaries, strategic updates, reports, presentations, and briefing materials.</li><li>Anticipate challenges, identify bottlenecks, and proactively implement solutions.</li><li>Convert meeting notes, discussions, and ideas into structured action plans and follow-up items.</li><li>Maintain tracking systems for goals, milestones, deliverables, and organizational priorities.</li><li>Support special projects and company-wide initiatives as assigned.</li></ul><h3>Email & Communication Management</h3><ul><li>Serve as the CEO's communication gatekeeper by managing inbox organization and prioritization.</li><li>Draft, edit, and manage professional correspondence on behalf of the CEO.</li><li>Prepare first-draft responses in the CEO's voice for recurring communications.</li><li>Monitor unanswered emails, stalled conversations, and follow-up opportunities.</li><li>Summarize lengthy email threads into concise action-oriented recommendations.</li><li>Maintain communication templates and ensure consistent messaging across stakeholders.</li><li>Coordinate communications with clients, vendors, investors, partners, team members, and external contacts.</li><li>Handle highly confidential information with discretion and professionalism.</li></ul><h3>Calendar & Time Management</h3><ul><li>Design, manage, and protect the CEO's ideal weekly schedule.</li><li>Coordinate meetings, appointments, travel, strategic planning sessions, and focus blocks.</li><li>Ensure meetings align with organizational priorities and strategic objectives.</li><li>Prepare agendas, materials, objectives, and follow-up documentation for meetings.</li><li>Resolve scheduling conflicts and manage competing priorities.</li><li>Build travel, preparation, and recovery time into schedules as appropriate.</li><li>Audit calendar effectiveness and recommend adjustments to improve productivity and energy management.</li><li>Ensure every meeting has a clear purpose, desired outcome, and next step.</li></ul><h3>Project & Task Management</h3><ul><li>Create and maintain prioritized task lists aligned with company objectives.</li><li>Manage project timelines, milestones, deliverables, and accountability processes.</li><li>Track weekly, monthly, and quarterly goals.</li><li>Coordinate with internal teams to ensure progress on strategic initiatives.</li><li>Monitor open action items and facilitate completion or delegation.</li><li>Provide regular progress updates and executive dashboards.</li><li>Establish systems and workflows that improve organizational efficiency and execution.</li></ul><h3>Meeting Preparation & Research</h3><ul><li>Prepare executive briefing documents for meetings, events, and business discussions.</li><li>Conduct research on companies, industries, prospects, partners, and stakeholders.</li><li>Develop meeting talking points, discovery questions, and discussion frameworks.</li><li>Compile relevant background information, previous interactions, and strategic context.</li><li>Create post-meeting summaries and track follow-up actions.</li><li>Maintain a library of recurring briefing materials and standard operating procedures.</li></ul><h3>Relationship Management & Personal CRM</h3><ul><li>Maintain a comprehensive relationship management system for key contacts.</li><li>Track interactions, follow-ups, milestones, and relationship-building opportunities.</li><li>Coordinate outreach, thank-you notes, gifts, and strategic touchpoints.</li><li>Manage executive networking activities and relationship development initiatives.</li><li>Maintain accurate records of client, partner, vendor, investor, and personal contacts.</li><li>Support LinkedIn relationship management and professional networking activities.</li><li>Prepare periodic relationship reviews and engagement recommendations.</li></ul><h3>Travel, Logistics & Event Coordination</h3><ul><li>Coordinate complex domestic and international travel arrangements.</li><li>Manage itineraries, accommodations, transportation, reservations, and travel documentation.</li><li>Handle travel disruptions and last-minute schedule changes.</li><li>Process expenses, reimbursements, and travel-related documentation.</li><li>Coordinate conferences, networking events, client meetings, and executive appearances.</li><li>Manage personal and business logistics with professionalism and urgency.</li></ul><h3>Personal Concierge & Strategic Gifting</h3><ul><li>Support select personal responsibilities to maximize the CEO's focus and effectiveness.</li><li>Coordinate appointments, reservations, special events, and personal projects.</li><li>Manage strategic gifting programs, including sourcing, budgeting, personalization, and delivery.</li><li>Maintain records of important dates, milestones, preferences, and gifting history.</li><li>Coordinate client appreciation initiatives and relationship-building activities.</li><li>Draft personalized notes and correspondence for gifts and special occasions.</li></ul><h3>Operational & Administrative Support</h3><ul><li>Support daily business operations and administrative functions.</li><li>Document and improve internal processes, systems, and workflows.</li><li>Assist with onboarding, cross-functional coordination, and operational initiatives.</li><li>Manage Microsoft 365 tools, shared calendars, collaboration platforms, and administrative systems.</li><li>Develop and maintain standard operating procedures to improve scalability and efficiency.</li><li>Identify opportunities for automation and process optimization.</li></ul><h2>Required Qualifications</h2><ul><li>Experience supporting senior executives, founders, CEOs, or business owners.</li><li>Exceptional organizational, project management, and time-management skills.</li><li>Outstanding written and verbal communication abilities.</li><li>Proven ability to manage multiple priorities in a fast-paced environment.</li><li>Strong critical thinking, problem-solving, and decision-making skills.</li><li>High degree of professionalism, discretion, confidentiality, and sound judgment.</li><li>Advanced proficiency with Microsoft 365, including Outlook, Excel, PowerPoint, Teams, and shared account management.</li><li>Experience with CRM platforms, project management tools, productivity software, and calendar management systems.</li><li>Ability to work independently with minimal supervision while maintaining a high level of accountability.</li><li>Demonstrated success building systems, processes, and organizational structures from the ground up.</li></ul><h2>Preferred Qualifications</h2><ul><li>Experience directly supporting a CEO, founder, entrepreneur, or business owner.</li><li>Experience in a high-growth, entrepreneurial, or privately held company environment.</li><li>Background supporting both business operations and personal executive responsibilities.</li><li>Experience with relationship management, executive communications, and strategic project coordination.</li><li>Familiarity with workflow automation and productivity optimization tools.</li><li>Central Time Zone location preferred with availability for occasional in-person meetings.</li></ul><h2>Ideal Candidate Profile</h2><p>The ideal Executive Assistant is far more than an administrator. They are a trusted strategic partner who anticipates needs, solves problems before they arise, and enables the CEO to focus on high-impact activities. This individual combines exceptional attention to detail with strong business acumen, operates with confidence and discretion, and consistently brings solutions rather than problems.</p><p>They thrive in dynamic environments, build scalable systems, communicate effectively across all levels of an organization, and take ownership of outcomes. Their ultimate goal is to create leverage for the CEO by protecting time, improving execution, strengthening relationships, and ensuring organizational priorities move forward efficiently.</p><br/><strong>About INSPYR Solutions</strong><br/>Technology is our focus and quality is our commitment. As a national expert in delivering flexible technology and talent solutions, we strategically align industry and technical expertise with our clients' business objectives and cultural needs. Our solutions are tailored to each client and include a wide variety of professional services, project, and talent solutions. By always striving for excellence and focusing on the human aspect of our business, we work seamlessly with our talent and clients to match the right solutions to the right opportunities. Learn more about us at inspyrsolutions.com.<br/><br/><em>INSPYR Solutions provides Equal Employment Opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, INSPYR Solutions complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.</em><p class="MsoNormal">Information collected and processed through your application with INSPYR Solutions (including any job applications you choose to submit) is subject to INSPYR Solutions’ Privacy Policy and INSPYR Solutions’ AI and Automated Employment Decision Tool Policy: <a href="https://www.inspyrsolutions.com/policies/" rel="nofollow noopener noreferrer" target="_blank" title="https://www.inspyrsolutions.com/policies/">https://www.inspyrsolutions.com/policies/</a>. By submitting an application, you are consenting to being contacted by INSPYR Solutions through phone, email, or text.</p>

Writing Jobs in Belvidere, IL

Resume Resources

Get noticed by top employers!

Writing Jobs in Belvidere, IL

Executive Assistant DeKalb County, Illinois

Executive Admin INSPYR Solutions

Resume Resources