Executive Assistant jobs in Champaign, IL

Executive Assistant provides multi-faceted administrative support and assistance to ensure effective use of an executive's time and productive interactions with staff and the public. Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people. Being an Executive Assistant manages the executive's schedule, meeting preparations, follow-up tasks, and complex travel arrangements. Conducts research and information gathering on behalf of the executive and prepares summaries and reports. Additionally, Executive Assistant develops positive and strategic relationships at all levels of the organization. Uses discretion, judgment, and knowledge of the organization to facilitate the executive's activities and maintain confidentiality. May be responsible for directing and deploying support staff or other resources. Typically requires a bachelor's degree. Typically reports to c-suite executive. The Executive Assistant work is generally independent and collaborative in nature. Contributes to moderately complex aspects of a project. To be an Executive Assistant typically requires 4-7 years of related experience. (Copyright 2024 Salary.com)

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Executive Assistant
  • City of Urbana
  • Urbana, IL FULL_TIME
    • JobID: 448

      Position Type:
      Civil Service/Full-Time/Non-Bargaining Unit
      Date Posted:
      12/18/2023
      Location:
      Urbana City Building
      Date Available:
      When Filled
      Closing Date:
      When Filled

      Join our team!

      EXECUTIVE ASSISTANT

      Are you a highly responsible administrative professional?
      Do you love helping people and serving your community?

      Department:
      City Clerk's Office

      Status:
      Full-time, Civil Service, Non-exempt

      Starting Salary:
      The typical starting salary for this position is $57,368.10-$74,578.53 for the fiscal year ending June 30, 2024.

      TThe City of Urbana is seeking highly qualified candidates to fill vacancies in the position of Executive Assistant! Currently, there is a vacancy in the City Clerk department; however, this register may be used to fill future vacancies in other departments.


      Job summary:
      This position provides highly complex, executive-level administrative support and coordinates and controls the clerical and administrative duties for the department, including but not limited to in-depth research; data analysis and compilation; formulating and composing internal and external department reports and correspondence; scheduling meetings and appointments; arranging travel; accounts payable; financial recordkeeping and budget oversight. The position is also responsible for overseeing department payroll administration, records management, filing systems, and assisting with and serving as a department representative at community events, and providing support to each division of the department as needed. Due to the nature of the above work, the incumbent often performs these duties independently, requiring the incumbent to exercise independent judgment and maintain extensive knowledge of policies, and procedures regarding program activities of the department and the City. The incumbent must be experienced in handling a wide range of administrative and executive support-related tasks, will be able to work with little or no supervision, must be exceedingly well organized, and enjoy the administrative challenges of supporting a department of diverse people and programs. The ability to interact with staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Excellent written and verbal communication skills, strong decision-making ability and attention to detail are essential skills for this position.


      Essential Duties and Responsibilities:

      • Prepares internal and external written correspondence, such as reports, memos, letters, financial statements, press releases, presentations, charts, graphs, tables, and other documents, using word processing, spreadsheet, database, and presentation software. Proofreads copy for spelling, grammar, formatting, and layout. Ensures accuracy and clarity of final copy.
      • Manages department calendars as directed; schedules meetings and appointments; resolves scheduling conflicts as needed.
      • Maintains department records, logs, and files; creates and maintains paper and electronic filing systems; maintains inventory of archived files and arranges for storage and disposal in accordance with the Local Records Act. Maintains strict confidentiality of sensitive materials and information.
      • Attends and participates in staff meetings as required; attends public hearings, commission meetings, committee meetings, or Council meetings as required; records accurate and comprehensive minutes, capturing key discussions, decisions, and action items. Attendance at meetings outside business hours maybe required.
      • Documents, researches, and assists in preparing competitive purchase requests for single and ongoing purchases of department equipment, supplies, and services. Prepares solicitations, facilitates review of responses, prepares required documentation of selection process, prepares standard contract documents, and prepares requisitions.
      • Assist with election procedures by obtaining and preparing appropriate candidate filing materials from State Board of Elections; interpreting ward maps; accepting petitions and papers from candidates, ensuring candidates have met filing requirements, and preparing documents for candidate certification and placement on ballot (every four years).
      • Maintain the City Council meeting records archive
      • Prepare Council meeting packet materials weekly
      • Post Council meeting materials to the City website for the public in accordance with the OMA.

      Qualifications include:

      • Completion of high school or equivalent and
      • Five (5) years of progressively responsible clerical/administrative experience, or completion of a two-year office science or business administration program and three (3) years of progressively responsible clerical/administrative experience.
      • Advanced knowledge of administrative and clerical procedures.
      • Knowledge of basic accounting principles and practices and the analysis and reporting of financial data.
      • Outstanding customer service, time management, and communication skills.

      Preferred Qualifications:

      • Experience working under the provisions of the Open Meetings Act.
      • Experience in a government agency setting.
      • Prior A/P experience.
      • Experience processing requests and providing information under the Illinois Freedom of Information Act.

      For a complete list of duties and qualifications, please refer to the job description.
      Applications will be accepted until the position is filled, however the date of first application review will occur after Monday, January 08, 2024. Interested applicants are strongly encouraged to apply prior to this date for priority consideration.

      Selection Process:
      The application will serve as the Civil Service exam; applicants meeting or exceeding the passing score will be placed on an open competitive register to fill current and/or future vacancies that may occur within approximately the next two years; this register may be extended or voided as needed by the Civil Service Commission.Questions may be directed to Ranija Turner, Human Resources Coordinator, at: rsturner@urbanaillinois.us or call (217) 384-6295. The City of Urbana provides reasonable accommodations for persons with disabilities; if you need information, please contact the Human Resources Division at the number or e-mail above.

      What happens after I submit my application?
      You will be contacted by e-mail regarding your status once a decision has been made in the selection process. Once you apply, almost all communication regarding the status of your application will be by email through the City's applicant management platform, so please add the domain "@applitrack.com" to your address book to prevent any emails from going to your Spam/Junk folder

      The Organization
      The City of Urbana, founded in 1833 and the county seat of Champaign County, is a home-rule municipality situated in east central Illinois, approximately 135 miles south of Chicago and 45 miles west of the Indiana border. The University of Illinois at Urbana-Champaign, the state's flagship university, is located in both Urbana and Urbana's twin city of Champaign. Urbana's population is estimated at 38,336 and 11.9 square miles are within the City boundaries. The City is led by Mayor Diane Wolfe Marlin and operates under the mayor-aldermanic form of government. On average, Urbana employs 260 full-time personnel. For more information about the City of Urbana, visit: www.urbanaillinois.us.

      About the Urbana Community
      Award-winning dining. Cutting-edge technology. World-class education. Gigabit-speed fiber network. Urbana is a city where artists, thinkers, and innovators thrive. And we’re just getting started!
      Urbana boasts a history built on innovation. From the famed Morrow Plots, a National Historic Landmark, to the groundbreaking research conducted every day on the flagship campus of the University of Illinois, Urbana embraces creative thinking and diversity to drive innovation and advancement. We’re connected to each other and the world thanks to an award-winning mass transit district, Amtrak rail, a regional airport, and three major interstates. Prefer to get around on two wheels? We are proud to be the first Gold Level Bicycle Friendly Community in Illinois. Our West Urbana neighborhood has been named of the 10 Great Neighborhoods in America by the American Planning Association, and together with our twin city Champaign, we’ve been recognized as the Greatest Food Town in the Midwest by Midwest Living Magazine, as well as an AARP Age-Friendly Community. Led by Mayor Diane Wolfe Marlin, Urbana’s progressive values include civic engagement, celebrating entrepreneurs and innovators, smart growth, and transparent governance. Award-winning schools, outstanding parks, a mosaic of diverse and engaged neighborhoods, a robust array of businesses located throughout the city, and reliable public services committed to the best possible quality of life for residents serve to make Urbana a great place for all to thrive.

      The City of Urbana Welcomes Diversity!
      We foster an environment that values and encourages mutual respect, inclusion of all people, and utilizing differences and similarities as an organizational asset. EOE.

  • 10 Days Ago

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Executive Assistant
  • CHAMPAIGN PARK DISTRICT
  • CHAMPAIGN, IL OTHER
  • Job Details Job Location: Bresnan Meeting Center - CHAMPAIGN, IL Position Type: Full Time Salary Range: $42,400.00 - $53,000.00 Salary DescriptionSummary The Executive Assistant is responsible for ens...
  • 12 Days Ago

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Executive Assistant
  • utah
  • Campus, IL FULL_TIME
  • The Department of Anesthesiology, Perioperative and Pain Medicine is seeking a motivated and professional Executive Assistant to provide complex administrative support for the Department Chair, Admini...
  • 15 Days Ago

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Executive Administrative Assistant - NCSA
  • Universtiy of Illinois Urbana-Champaign
  • Urbana, IL FULL_TIME
  • Executive Administrative Assistant - NCSA NCSA Job Summary The Executive Administration Assistant directs the daily operations of the Director's Office and the Administration Directorate; manages the ...
  • 10 Days Ago

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Executive Assistant - Facilities and Services
  • Universtiy of Illinois Urbana-Champaign
  • Urbana, IL FULL_TIME
  • Executive Assistant - Facilities and Services Job Summary The function of this position is to direct and manage diverse and broad-based administrative duties that require independent decision-making t...
  • 10 Days Ago

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Executive Housekeeper
  • MCR Hotels
  • Champaign, IL FULL_TIME
  • Executive Housekeeper Home 2 Champaign, 2013 South Neil Street, Champaign, Illinois, United States of America Req #5021 Tuesday, January 23, 2024 The Executive Housekeeper at the Home2 Suites by Hilto...
  • 4 Days Ago

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Daycare Administrative Assistant (Part-Time)
  • North Country Academy
  • Champaign, IL
  • The Administrative Assistant is responsible for a wide range of tasks that are essential to the smooth running of the Ch...
  • 3/28/2024 12:00:00 AM

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Postal Mail Processor
  • The Postal Service
  • Champaign, IL
  • POSTAL CLERK NO EXPERIENCE REQUIRED PAID TRAINING PROVIDED JOB SECURITY The Postal Service is the largest government rel...
  • 3/28/2024 12:00:00 AM

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Postal Clerk - No Experience Required
  • The Postal Service
  • Champaign, IL
  • POSTAL CLERK NO EXPERIENCE REQUIRED PAID TRAINING PROVIDED JOB SECURITY The Postal Service is the largest government rel...
  • 3/28/2024 12:00:00 AM

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Administrative Assistant - Work From Home>
  • Rob Levine Law
  • Champaign, IL
  • [Office Assistant / Fully Remote] - Anywhere in U.S. / Competitive Pay - As an Administrative Assistant you'll: Act as t...
  • 3/27/2024 12:00:00 AM

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Administrative Assistant - Work From Home>
  • Rob Levine Law
  • Danville, IL
  • [Office Assistant / Fully Remote] - Anywhere in U.S. / Competitive Pay - As an Administrative Assistant you'll: Act as t...
  • 3/27/2024 12:00:00 AM

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Temporary/Extra Help - Office Assistant
  • University of Illinois Urbana-Champaign, IL
  • Urbana, IL
  • Temporary/Extra Help - Office Assistant Illinois Human Resources - Extra Help Services The University of Illinois Urbana...
  • 3/26/2024 12:00:00 AM

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Daycare Administrative Assistant (Part-Time)
  • Learning Care Group
  • Champaign, IL
  • Daycare Administrative Assistant (Part-Time) Share by Email Share on LinkedIn Share on Twitter (http://www.twitter.com/i...
  • 3/24/2024 12:00:00 AM

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FT Project Support Administrative Assistant - Work From Home>
  • FEFA
  • Champaign, IL
  • [Office Assistant / Fully Remote] - Anywhere in U.S. / Competitive salary / Medical benefits / PTO - As a Project Suppor...
  • 3/24/2024 12:00:00 AM

Champaign (English: /ˌʃæmˈpeɪn/) is a city in Champaign County, Illinois, United States. The city is 135 miles (217 km) south of Chicago, 124 miles (200 km) west of Indianapolis, Indiana, and 178 mi (286 km) northeast of St. Louis, Missouri. The United States Census Bureau estimates the city was home to 87,432 people as of July 1, 2017. Champaign is the tenth-most populous city in Illinois, and the state's fourth-most populous city outside the Chicago metropolitan area. It is included in the Champaign–Urbana metropolitan area. Champaign is notable for sharing the campus of the University of Il...
Source: Wikipedia (as of 04/11/2019). Read more from Wikipedia
Income Estimation for Executive Assistant jobs
$76,546 to $99,232
Champaign, Illinois area prices
were up 1.3% from a year ago

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