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