Administrative Assistant - Government Relations in West Chicago, Illinois at USAgain

The Administrative Assistant (Government Relations) provides administrative, research, and project coordination support to the Government Relations department. This position assists with zoning and municipal code research, permit and application preparation, site mapping coordination, records management, and general department administration to support operational and regulatory objectives.

This role supports internal government relations functions through organization, research, documentation, and coordination. The position is primarily administrative and project-support focused and does not serve as a primary representative for legislative advocacy or direct government lobbying activities. This role operates under the direction of the Director of Government Relations in accordance with USAgain’s established policies and procedures.

Administrative & Department Support

Provide administrative support to the Director of Government Relations and department operations

Coordinate schedules, meetings, correspondence, and department communications as assigned

Prepare, organize, and maintain department files, records, applications, and supporting documentation

Track deadlines, renewals, project timelines, and follow-up items to support department priorities

Assist with preparation of presentations, reports, meeting materials, and internal documentation

Communicate effectively via Outlook email and Microsoft Teams as required

Zoning, Municipal Code & Regulatory Research

Research zoning ordinances, municipal codes, land use regulations, and local requirements across jurisdictions

Review municipal requirements and summarize findings to support permit applications and operational planning

Assist with gathering and organizing information related to local regulations, zoning requirements, and municipal processes

Maintain organized reference materials and records of applicable municipal requirements and supporting documentation

Permit Applications & Documentation

Assist with preparation, completion, and submission of permit applications, registrations, and related documentation for municipal, county, and state agencies

Coordinate with internal departments to gather required information and supporting documentation for applications and filings

Track application progress, permit renewals, deadlines, and follow-up requirements

Documentation & Records Management

Log and maintain accurate government relations and permitting information in CMS and company systems

Maintain accurate, organized, and detailed department records and documentation

Ensure supporting documents, permits, applications, and correspondence are properly maintained and accessible

Meetings & Professional Development

Participate in designated meetings, in-services, training sessions, and committees as required

Follow company standards and policies related to documentation, confidentiality, and government relations support activities

Maintain professionalism and confidentiality regarding sensitive business, regulatory, and operational information

Perform all other duties and responsibilities as assigned by the Director of Government Relations

Required Skills/Abilities:

Strong organizational, administrative, research, and documentation skills

Strong attention to detail with the ability to maintain accurate records and manage multiple priorities

Ability to research and interpret municipal codes, zoning information, forms, and agency requirements

Strong written and verbal communication skills

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Ability to prioritize tasks, manage deadlines, and work independently with minimal supervision

Ability to organize information and communicate findings clearly and professionally

Ability to work effectively in team environments and collaborate across departments

High degree of confidentiality, professionalism, and discretion

Willingness to learn municipal processes, permit requirements, and internal systems

Education and Experience:

High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred

One (1) to three (3) years of administrative, office support, permitting, regulatory, municipal, planning, legal, real estate, project coordination, or related experience preferred; equivalent experience or demonstrated aptitude considered

Experience researching, organizing, or processing documentation in administrative or office environments preferred

Experience with permit applications, zoning research, mapping tools, municipal processes, or regulatory documentation preferred but not required

Experience supporting projects, maintaining records, or coordinating documentation strongly preferred

Demonstrated ability to learn new systems, processes, and technical information