EXEC ADMINISTRATIVE ASST II

• Relieves the Commissioner of clerical and administrative type functions including overseeing the work of other administrative office support staff in the executive office
• Demonstrates organizational skills, implementing administrative work procedures to ensure office of the Commissioner runs smoothly and efficiently
• Screens visitors and telephone calls; takes messages and uses judgement in forwarding calls to appropriate personnel for response and resolution
• Maintains the Commissioner’s calendar and schedules appointments; schedules meeting rooms and manages meeting arrangements and logistics
• Briefs and prepares Commissioner for meetings
• Relays requests for information and directives from the Commissioner to departmental staff and provides status reports
• Provides summaries of incoming mail, meeting requests and other items requiring the Commissioner’s attention and response
• Takes dictations and transcribes; takes notes at meetings and prepares summaries
• Reviews correspondence and other materials requiring Commissioner’s signature before presenting for signature
• Maintains confidentiality of all materials and files
• Communicates with departmental managers, city official and external customers to apprise the Commissioner on the status of various projects or of critical issues
• Demonstrates ability to use MS Word and Excel in typing a variety of correspondence and creating spreadsheets and databases to maintain and track information
• Prepares Power Point materials including charts and presentations
• Conducts research and prepares correspondence in response to inquiries or information requests for the Commissioner’s signature
• Works on special projects and handles special assignments as directed by Commissioner
• Makes travel and hotel arrangements and prepares paperwork for travel reimbursements

• Six (6) years of work experience performing secretarial and/or administrative support functions, OR
• Graduation from an accredited college with an Associate’s degree, plus four (4) years of work experience performing secretarial and/or administrative support functions, OR
• Graduation from an accredited college or university with a Bachelor’s degree from an accredited college or university, plus two (2) years of work experience performing secretarial and/or administrative support functions, OR
• Graduation from an accredited college or university with a Master’s degree or higher from an accredited college or university, plus one (1) year of work experience performing secretarial and/or administrative support functions

Interested applicants can submit a resume and cover letter for consideration to BACPHR@cityofchicago.org.

For Information on our employees benefits please visit our benefits website at:

https://www.chicago.gov/city/en/depts/fin/benefits-office.html

For Information on our salary and title structure visit our classifications website at:

https://www.chicago.gov/content/dam/city/depts/dhr/supp_info/JobClassification/2025_Classification_and_Pay_Plan.pdf