Executive Secretary


Published on 11/21/2022Illinois Tollway - Downers Grove, IL
Full Time

Description

Position Overview
The Illinois Tollway is dedicated to providing and promoting a safe and efficient system of highways while ensuring the highest possible level of service to our customers. Whether it's I-PASS, the Move Illinois Program, open road tolling or keeping you safe with our H.E.L.P. trucks, we are committed to delivering great benefits and services to customers.

The Tollway is a user-fee system – no state or federal tax dollars are used to support maintenance and operations. Operations are funded by toll and concession revenues.

Under the leadership of the Board of Directors and Executive Staff, the Tollway is committed to achieving the following goals: increase collaboration with regional transportation and planning agencies, promote the regional economy, maintain financial integrity, foster environmental responsibility and sustainability, maintain the safety and efficiency of the Tollway system, further transparency and accountability, enhance customer service, and maintain public trust.

In support of this mission, the Executive Secretary serves as a strategic partner to the Operations Department’s leadership team. The Executive Secretary is the first point of contact for a department, provides high level and key administrative support for senior leadership, and ensures the smooth delivery of daily operations.

Essential Job Functions

 

Position Responsibilities
The Executive Secretary’s responsibilities include but are not limited to:

•Serve as the initial point of contact for office inquiries and triage issues to resolve them immediately and/or direct them to the appropriate staff in a timely manner
•Prepare, modify and proofread documents, including meeting agendas, meeting materials, correspondence, articles, reports and memos
•Schedule and maintain the calendar of appointments, meetings and travel
•Submit, reconcile and track departmental expense reports and invoices
•Support the coordination of the department’s relationships and communications with external and internal stakeholders
•Assist in the preparation of Board Items and Reports
•Assist in the coordination and preparation of the yearly budget documents.
•Assist in the research, coordination and preparation of procurement documents
•Open, read, route and distribute incoming mail and materials
•Organize, maintain and procure office supplies and materials
•Complete special projects and other duties as assigned by the department’s senior leadership

Qualifications

 

Position Qualifications

Education (Required)
•High School Diploma, G.E.D.

Education (Preferred)
•Associates Degree and Beyond

Skills and Experience (Required) 
•Minimum of five years of progressive experience in an administrative or office management capacity
•Excellent verbal and written communication skills
•Ability to manage and prioritize multiple projects and work effectively with minimal supervision while adhering to strict deadlines in a fast-paced complex environment
•Ability to communicate effectively and work with stakeholders at all levels of the organization
•Collaboration with Sr. Management in the development of executive level presentations.
•Superior organizational, problem-solving and critical-thinking skills
•Ability to use a range of technology and tools, including but not limited to Microsoft Office Products, including Advanced skill level in Excel and Power Point.
•Ability to work independently as well as to function effectively in a collaborative team environment
•Excellent working knowledge of Excel with the ability to transform data to and extract data from spreadsheets.
•Ability to type 65 wpm

Skills and Experience (Preferred)
•Five years or more of experience as an administrative assistant for a senior leader at a large, complex organization or equivalent office management experience.
•Experience with SAP/ERP as it relates to material ordering.


The Illinois Tollway is committed to creating a diverse environment and is proud to be an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, marital status, national origin or ancestry, disability, unfavorable discharge from military services, age, order of protection status, military status, sex or sexual orientation.

About Illinois Tollway

The Illinois Tollway is dedicated to providing and promoting a safe and efficient system of highways while ensuring the highest possible level of service to our customers.Whether it's I-PASS, the Move Illinois Program, open road tolling or keeping you safe with our H.E.L.P. trucks, we are committed to delivering great benefits and services to customers.

The Tollway is a user-fee system – no state or federal tax dollars are used to support maintenance and operations. Operations are funded by toll and concession revenues.

LocationDowners Grove, IL 60515
Websitehttps://www.illinoistollway.com/about/careers

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