Executive Assistant at Chicago Metropolitan Agen – Chicago, Illinois

The Chicago Metropolitan Agency for Planning (CMAP) is seeking an Executive Assistant to provide high-level administrative support to the Executive Director and other senior staff. CMAP is a mission-driven agency serving the 284 municipalities and 7 counties of northeastern Illinois as the region’s comprehensive planning organization.    

The ideal candidate for this position is someone who has at least four years of related experience supporting an executive director or C-suite professional and has extensive knowledge of office administration, strong attention to detail, excellent time management and the ability to function well in a high paced environment. CMAP is looking for a flexible team player willing to adapt to changes and be proactive in addressing challenges and most importantly, someone who can demonstrate and uphold our core values: Serving with Passion, Pursuing Equity, Fostering Collaboration, Leading with Excellence, and Driving Innovation.

Duties & Responsibilities include:

• Schedules and coordinates meetings on behalf of the Executive Director and executive staff.
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for the Executive Director and other assigned staff as needed
• Assists in coordinating agenda materials and facilitates cross-divisional coordination and meeting scheduling
• Manages complex calendars, arranges for meetings, appointments, travel and accommodations for the Executive Director and other assigned staff as needed.
• Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgements and recommendations to ensure smooth day‐to‐day engagements.
• Maintains internal processes that support the Executive Director and team by coordinating internal and external resources to expedite workflows.
• Attend meetings and takes notes of discussion; prepares initial draft minutes, summaries, organizes draft follow-up materials, communicates follow-up items, and schedules follow-ups as necessary.
• Drafts, reviews, and sends communications on behalf of the Executive Director.
• Maintains records, documents, and agendas for the Executive Director’s meetings, steering committees, commissions, and other priority initiatives.

Minimum Requirements:

• High school diploma or GED required, bachelor’s degree in business administration or related field preferred.
• At least four years of related experience supporting an executive director or C-suite required.

Hiring Range: The hiring range for this position is $69,769.35-$85,467.39 based on experience.