Executive Assistant to the Executive Inspector General
Springfield, IL
Full Time
Experienced
JOB OPPORTUNITY ANNOUNCEMENT
Position Title: Executive Assistant to the Executive Inspector General
Division: Office of Executive Inspector General (OEIG)
Classification: Exempt
Domicile: Springfield
Salary: $70,000 -$75,000
Position Summary:
The Executive Assistant provides high-level administrative and confidential support to the Executive Inspector General (EIG) within the Office of Executive Inspector General for the Illinois State Treasurer. This position requires exceptional discretion, organizational skill, professionalism, and the ability to manage sensitive and complex matters with minimal supervision.
This is a senior executive-level role, requiring the incumbent to represent the office, the EIG, and themselves with the highest standards of professionalism. Accuracy and attention to detail are critical, as the work often involves confidential investigations, legal matters, and interactions with government officials, external agencies, and the public. The Executive Assistant must exercise independent and sound judgment, maintain strict confidentiality, and consistently ensure that communications, reports, and administrative processes are executed flawlessly.
This is a senior executive-level role, requiring the incumbent to represent the office, the EIG, and themselves with the highest standards of professionalism. Accuracy and attention to detail are critical, as the work often involves confidential investigations, legal matters, and interactions with government officials, external agencies, and the public. The Executive Assistant must exercise independent and sound judgment, maintain strict confidentiality, and consistently ensure that communications, reports, and administrative processes are executed flawlessly.
Specific Duties And Responsibilities:
- Provide direct administrative support to the Executive Inspector General, including preparing materials for legislative, ethics, and oversight reporting, as well as managing calendars, scheduling meetings, coordinating travel and events.
- Serve as the primary point of contact between the EIG, Treasurer’s staff, the public, government officials, and regulatory agencies, ensuring professional and timely communication.
- Maintain awareness of office policies, procedures, statutory obligations, and industry best practices to ensure compliance with organizational standards and applicable State of Illinois legislation and public acts.
- Handle inquiries via phone, email, walk-ins, and referrals; receive, review, and resolve general correspondence.
- Prepare, review, and edit confidential correspondence, memoranda, reports, presentations, and briefing materials, while maintaining strict discretion regarding investigative, personnel, and ethics matters.
- Coordinate and track high-level projects, deadlines, and follow-up items on behalf of the EIG.
- Organize and maintain electronic and physical records and case log inventories in compliance with records retention and confidentiality standards.
- Ensure the accuracy and currency of online information by updating the OEIG website and other digital platforms.
- Draft and proofread confidential minutes and reports for the EIG.
- Support onboarding, personnel documentation, and other administrative procedures within the EIG’s office.
- Maintain phone systems and communications, including the OEIG Ethics Hotline, while supporting remote operations.
- Attend professional training programs to enhance knowledge, skills, and personal development.
Additional Responsibilities:
Performs other administrative and confidential duties as required or assigned which are reasonably within the scope of the duties enumerated above.
Skills, Physical Ability, License Or Certification:
- Demonstrate exceptional attention to detail, accuracy, and organizational skills.
- Exhibit strong written and verbal communication abilities.
- Manage multiple priorities with effective time-management and multitasking skills.
- Exercise discretion, good judgment, and high ethical standards when handling confidential or sensitive information.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint).
- Apply rules, regulations, policies, and procedures accurately; interpret and implement as needed.
- Understand governmental or legal office operations, including knowledge of State of Illinois agencies and the Illinois State Officials and Employees Ethics Act (preferred).
- Work independently and collaboratively in a team environment.
- Demonstrate flexibility to work irregular or extended hours and to travel by car, train, or airplane as needed.
Education & Experience:
- Bachelor’s degree in Public Administration, Political Science, Paralegal Studies, Communication/Communications, Business Administration, or a related field OR an equivalent combination of education and professional experience.
- Minimum of three (3) years of progressively responsible administrative experience, preferably supporting senior executives in a legal, government, or investigative environment.
- Experience in handling confidential information and working with high-level officials is highly preferred.
Equal Employment Opportunity Employer. Applicants must be lawfully authorized to work in the United States.
Applicants are considered for all positions without regard to race, color, religion, sex, national origin, sexual orientation, age, marital or veteran status, or the presence of a non-job related medical condition or disability.
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