Find & Apply For Executive Assistant Jobs in Maywood, Illinois

Executive Office Assistant West40 Intermediate Service Center #2 - 3.4 Maywood, IL Job Details Full-time From $52,000 a year 8 hours ago Benefits Health savings account Health insurance Dental insurance Flexible spending account Paid time off Employee assistance program Vision insurance Life insurance Retirement plan Qualifications Confidential information handling Microsoft Excel Microsoft Outlook Event planning Moving Executive administrative support High school diploma or GED Driver's License Driving Calendar management Event setup Truck loading and unloading Technical Proficiency Time management

Full Job Description Job Goal:

To provide tactical administrative, logistical, technical, and physical event support to the Executive Office Coordinator. This role expands operational capacity within the Executive Office and ensures the smooth execution of daily administrative duties, board governance processes, membership services, and conference logistics. Essential Qualifications High school diploma or equivalent required; associate or bachelor's degree preferred Administrative, event, hospitality, conference, inventory, or executive-office experience preferred Strong organizational, communication, and time-management skills Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, shared calendars, online forms, and cloud-based files Ability to follow detailed instructions, manage deadlines, and independently complete assigned work Professional judgment, confidentiality, reliability, and attention to detail Valid driver's license required

Transportation:

Drive personal/company vehicles or travel via standard commercial transportation (flights, ground transport) for out-of-state assignments. Ability to travel, including overnight stays sometimes lasting a couple of days away from home, both in-state and out-of-state Willingness to work occasional early mornings, evenings, or weekends around conference and event schedules Physically able to stand and walk for extended periods; pack, unpack, bend, reach, and arrange supplies Physically able to lift and carry heavy loads up to 60 pounds, and to move boxes, signage, displays, and equipment, including pushing/pulling loaded carts and loading/unloading vehicles Able to assist with exhibit setup and teardown and participate in overnight and multiday travel Professional judgment, tact, and absolute discretion regarding confidential personnel, governance, and organizational matters. Ability to complete tasks independently and multitask in a dynamic environment.

Performance Responsibilities:

Travel, Event, & Conference Logistics Travels in-state and out-of-state as required to support events, exhibits, and conferences. Accommodates overnight stays, extended multi-day travel assignments, and flexible scheduling (including early mornings, evenings, and weekends). Supports logistics for meetings, multi-day conferences, and legislative events. Tracks rooming lists, dietary restrictions, and special accommodations. Prepares, packs, transports, and manages signs, handouts, technology, table materials, and event supplies. Provides on-site administrative assistance during events, including attendee registration, hospitality, room transitions, and meal setups. Assists with travel folders, lodging confirmations, itineraries, and travel records.

Exhibit Booth & Inventory Management:

Maintains physical and electronic inventory of exhibit booth collateral, giveaways, banners, technology, and packing supplies. Identifies promotional items requiring replenishment or replacement. Research giveaways, promotional products, and event materials as assigned. Packs, loads, transports, sets up, dismantles, and unloads exhibit booth materials and promotional displays. Direct Support to the Executive Office Coordinator Assists with updating approved calendars, scheduling, contact lists, and directory updates. Prepares meeting folders, labels, name badges, sign-in sheets, and meeting packets. Assists with routine filing, scanning, copying, mailings, and electronic document organization. Enters authorized updates to listservs, distribution lists, and online forms. Monitors assigned project deadlines and follows up on outstanding information, confirmations, and documents. Responds to routine phone calls and emails, routing sensitive, confidential, or executive-level matters to the Executive Office Coordinator or Executive Director.

Governance, Board, & Meeting Support:

Helps prepare, format, print, and distribute board packets, agendas, and meeting materials. Confirms catering headcounts, routine vendor details, and menu requests. Assists with room configuration, food/beverage setup, award placement, and cleanup before and after board meetings. Tracks order status, delivery, and secure storage for member recognition gifts, plaques, and awards.

Financial & Recordkeeping Assistance:

Collects, organizes, and matches receipts, invoices, statements, and purchasing card documentation. Follows up with members or vendors to obtain missing receipts or corrected documentation.

Note:

Does not independently approve expenses or authorize financial transactions.

Terms of Employment:

Twelve-month work year, compensation and work terms established by the Executive Director.

Job Category:

Non-Certified Location:

415 Lexington St., Maywood, IL 60153

Evaluation:

Performance evaluated annually by the Executive Office Coordinator in accordance with Board Policy.

Pay:

From $52,000.00 per year

Benefits:

Dental insurance Employee assistance program Flexible spending account Health insurance Health savings account Life insurance Paid time off Retirement plan Vision insurance Application Question(s): Are you able to reliably travel overnight (in or out of state) for up to 4 days, 3 nights on a calendar quarterly basis?

Experience:

Event planning: 1 year (Preferred) project management: 1 year (Preferred) Shift availability: Day Shift (Preferred) Ability to

Commute:

Maywood, IL 60153 (Required) Willingness to travel: 25% (Required)

Work Location:

In person