Executive Assistant - IT

About the role

This 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 role requires a high degree of skill, initiative, organization, and reliability. The ideal candidate must rapidly acquire knowledge of the department, maintain strict confidentiality, and effectively multitask in a dynamic environment.

Responsibilities

• Serve as a trusted advisor and right hand to senior IT leadership, anticipating needs and proactively solving problems
• Communicate effectively with IT team members and IHDA staff
• Demonstrate strong strategic and tactical mindset, problem-solving skills, and the ability to manage multiple priorities
• Organize IT all-staff meetings, including presentations, activities, food deliveries, and logistics
• Lead planning for IT events to promote team relaxation and engagement
• Prepare meeting notes, organizational charts, correspondence, and other communications
• Maintain the department’s Outlook calendar and coordinate timely submissions of required reports
• Manage complex calendars, communications, and shifting priorities for the CIO and IT staff
• Assist with IT leadership travel plans, including flight bookings, agendas, and other arrangements
• Provide general office support, including clerical assistance, record keeping, copying, and filing
• Leverage tools such as MS Office (PowerPoint, Excel, Word), Teams, OneDrive, CoPilot, and other productivity tools
• Perform administrative functions for staff, including copying, mail handling, filing, scheduling, meeting preparation, and phone message coordination
• Manage special assignments and projects as requested by the CIO and IT Leadership Team
• Maintain off-site records storage inventory, tracking, and electronic document scanning
• Participate in project teams to help business groups understand needs and implement solutions
• Plan and execute department team-building and social events
• Maintain physical office supplies inventory
• Prepare expense reports for IT Leadership as needed
• Coordinate with Human Resources on departmental recruiting activities
• Act as departmental timekeeper for the IHDA enterprise timekeeping system
• Facilitate departmental FOIA requests, Tuesday Times submissions, and coordinate deliveries
• Provide IHDA Board Meeting support as needed

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 environments
• Excellent communication skills with a strong emphasis on attention to detail, coordination, teamwork, and quality of work
• Ability to multitask in a fluid work environment

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 up to 10–15 pounds

Benefits

• Paid time off plus paid holidays
• Medical, dental, vision, and life insurance plans
• Short- and long-term disability coverage
• Tuition reimbursement
• Flexible spending accounts
• 401(k) plan with immediate vesting
• Eligibility for federal loan forgiveness programs

Pay

$51,856 – $64,820

Must be a resident of Illinois or willing to relocate. Flexible scheduling is available upon completion of a six-month probationary period.