Executive Assistant - IT

Executive AssistantThis position is responsible for the execution of all administrative and support functions for the CIO and the Information Technology department. Reporting directly to the Chief Information Officer, this position requires a high degree of skill, initiative, organization and reliability. Must have the ability to rapidly acquire knowledge of the department, the ability to work in environments that require a high degree of confidentiality, and the ability to multi-task.Essential Functions:Serve as a trusted advisor and right hand to senior IT leadership, anticipating needs and proactively solving problemsExcellent communication skills required to interact with IT team members and IHDA staffStrong strategic and tactical mindset, problem-solving skills, and the ability to manage multiple priorities effectivelyTake ownership and organize IT all staff meetings which include the meeting presentation, activities, food deliveries, and any other IT all staff meeting activitiesLead the planning for IT events where the hardworking IT team members can have fun, relax, enjoy themselves and come back refreshedPrepare meeting notes, organizational charts, correspondence and other communications.Maintain the department's Outlook calendar and coordinate timely submissions of all required reportsProactively manage complex calendars, communications, and shifting priorities for CIO and IT staffAssist with IT leadership travel plans including flight books, agendas, and other travel plansProvide general office support services including clerical assistance, record and timekeeping, copying and filingMaintain strict confidentiality while managing sensitive informationLeverage tools such as MS Office tools (PowerPoint, Excel, Word) Teams, OneDrive, CoPilot and other office productivity toolsPerform general administrative functions for the staff, e.g., making copies, handling incoming and outgoing mail, filing and coordinating flow of paperwork, calendaring and schedule management, meeting preparation and coordination, and taking and relaying department phone calls and messages. Perform other special assignments and special projects requested by CIO and IT Leadership TeamManage off-site records storage inventory information, tracking, maintenance, and electronic scanning of documents as needed.Participate in project teams to help business groups understand their needs and assist in implementing appropriate solutionsPlan and execute department Team Building and Social EventsMaintain physical office supplies inventoryPrepare expense reports for IT Leadership as neededWork closely with Human Resources to coordinate departmental recruiting activitiesAct as departmental timekeeper for IHDA enterprise timekeeping systemFacilitate all departmental FOIA (Freedom of Information Act) requests, Tuesday Times submissions and coordinate department deliveriesProvide IHDA Board Meeting support as neededAdditional duties as assigned.Education and Experience Requirements:High school education or GED required, with at least five years of related administrative work experience.

College degree preferred. Information Technology experience a plus.3 to 5 years of experience supporting senior executives in high performance environmentsExcellent communication skills and proficiency with heavy emphasis on attention to detail, communications, coordination, teamwork, and quality of work performance.This position will interact with departmental staff and all levels of management and other executive assistants to fulfill the day-to-day responsibilities, so it is important to possess excellent time management, organizational, administrative and interpersonal skills. The ability to multitask in a fluid work environment is critical to success.Physical Requirements: Alternating between sitting, standing, and walking. Ascending and descending stairs.

Crouching and stooping. Pushing and pulling. Reaching overhead or below. Repetitive task movements (filing, keyboarding, copying).

Lifting, carrying, and moving objects of up to 10 - 15 pounds.What we Offer:Paid time off, plus paid holidaysCurrently in a hybrid work arrangement, but candidates must reside in Illinois at time of hireMedical/dental/vision/life insurance plansShort/long term disabilityTuition reimbursementFlex spending401K plan – immediate vestingIHDA employees may be eligible for federal loan forgiveness programsSalary range: $51,856 - $64,820Must be a resident of Illinois or willing to relocate. Flexible scheduling is available, upon completion of a six-month probationary period. EOE