Description

OVERVIEW

The Cook County Department of Risk Management is seeking a Senior Executive Assistant to provide high-level administrative and operational support to senior leadership. This role involves preparing confidential materials for meetings, assisting with employment and operational matters, managing time and attendance records, and compiling reports. The ideal candidate will handle sensitive information with discretion, coordinate special projects, and contribute to the department's efficiency through complex report generation and issue resolution.

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.

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 10 vacation days annually; Up to 4 personal 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 motorists, and bicycle share rentals and local bike lanes for bicyclists.

ROLE SUMMARY

Provides diverse, supportive and complex assistance to bureau/department senior leadership. Prepares confidential memoranda and materials pertinent to scheduled meetings with senior leadership and as otherwise directed. May oversee employees time and attendance records in connection with payroll processing and other County personnel matters. Assists with the preparation and compilation of various reports, operational issues and employment matters as directed including matters highly confidential in nature. Handles sensitive and confidential information while interacting with senior leadership. Coordinates special projects, compiles information and completes complex reports.

TYPICAL JOB DUTIES

• Provides high-level confidential administrative support to senior leadership, including managing complex calendars, scheduling meetings, and coordinating travel arrangements.
• Creates and maintains files, reviews drafts and finished documents for accuracy and grammar, including documents of a sensitive or confidential nature. Prepares materials for presentation.
• Handles sensitive and confidential information with the highest level of discretion, ensuring that all communications and documents are managed with professionalism and confidentiality.
• Organizes and coordinates internal and external meetings, including preparing agendas, compiling necessary materials, and documenting meeting minutes.
• Serves as the primary point of contact between senior leadership and other bureau/departments executives.
• Drafts, proofreads, and edits correspondence, reports, and presentations.
  
  Screens calls and visitors, answers questions in writing or verbally, and handles routine matters pertaining to the administration of the agency.
• Assists with the planning, execution, and tracking of key projects and initiatives. Follows up on action items and deadlines, ensuring timely completion of deliverables.

Required for all jobs:

Performs other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of the Microsoft Office Suite, including Microsoft Outlook, Word, Excel, PowerPoint and other advanced office software.
• Knowledge of specialized administrative procedures and regulations particular to area of assignment.
• Ability to work independently and collaborate with team members and leadership to oversee and organize initiatives or projects.
• Skill in oral and written communication.
• 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.
• Ability to coordinate several tasks at one time and perform well under pressure.
• This position may require traveling to work assignments for which the employee must provide their own adequate means of transportation.

MINIMUM QUALIFICATIONS
• Graduation from an accredited college or university with a Bachelor's Degree or higher and
• Six (6) years an administrative role within an executive office environment or directly related experience or
• An equivalent combination of education and/or experience.

PREFERED QUALIFICATIONS
• Eight (8) years of experience in an administrative role within an executive office environment.

PHYSICAL REQUIREMENTS

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

RESIDENCY REQUIREMENT: Pursuant to the Shakman Consent Decree, Supplemental Relief Order, and the Cook County Personnel this position is exempt from the County's career service rules, is at-will and political reasons or factors may be considered when taking any employment action. As an employee in a Shakman Exempt position, if you do not currently live in Cook County, you will have six (6) months from date of hire to establish actual residency within Cook County.

Please contact [email protected] for inquiries about this position.