Location: Waukegan,IL, USA
The Executive Director Assistant performs moderately complex work of an administrative nature to assist the Executive Director in the management of the Lake County Health Department. Responsibilities include coordinating the administrative functions of the Executive Director and acting as liaison to the Board of Health, Governing Council, Executive Team members, and their executive assistants. The work is performed under general supervision with considerable leeway granted for the exercise of independent judgment.
To be successful in this role, we are looking for someone who possesses:
* Ability to juggle competing priorities, multi-task and change direction in a variety of workplace situations.
* Good knowledge of local government organization procedures.
* Ability to work effectively, present information and respond to questions from managers, clients, customers, and the public.
Scheduled Hours: 40 hours per week
* Manage professional scheduling for the Executive Director, including appointments, meetings, mail, email, and phone calls as needed or directed. Ensure appropriate meeting material is ready in a timely fashion.
* Coordinate travel arrangements and completion of monthly travel expenses and weekly attendance reports.
* Coordinate ordering and receipt of various materials, including subscription and membership renewals for the Executive Director.
* Self-initiate or, as assigned, draft and/or transcribe dictated correspondence for the Executive Director's review.
* Maintain a reminder system for a variety of purposes for the Administration Office.
* Professionally and courteously handle telephone calls or office calls from the Board of Health, Governing Council, County Board, public officials, department heads, and the general public.
* Serve as the backup for the organization's Freedom of Information Act (FOIA) officer, responding to requests and providing guidance to other FOIA officers. Must complete annual training as required by the statute and have a solid working knowledge of the Act.
* Conduct routine informational sessions and training for the Executive Team Director's executive assistants and other clerical staff as required.
* Draft, distribute, and/or coordinate distribution and posting of all Board of Health, Governing Council, and related committee meeting notices to ensure compliance with the Open Meetings Act.
* Follow up and coordinate material for other Board of Health and Governing Council committee meetings to ensure appropriate and timely distribution and posting. Self-initiate, update, and distribute Board of Health and Governing Council listings, as necessary.
* Coordinate room reservations and proper arrangements for the Board of Health, Governing Council, and related committee meetings.
* Self-initiate and draft notices for solicitation and timely receipt of Board of Health and Governing Council agenda items. Review the material submitted for content and proper format. Research, collect, and assemble other information and draft various written material for the Executive Director's agenda items. Develop and arrange agenda items submitted in a draft packet format for joint review with the Executive Director.
* Coordinate the orientation packet for new Board of Health and Governing Council members. Coordinate special Board of Health and Governing Council meetings as directed. Coordinate the ordering of plaques for departing members and name signs for new members.
* Provide timely and ongoing review, research, and preparation of annual Board of Health and Governing Council agenda items such as yearly Slate of Officers, review of Executive Session minutes, routine action items, etc., for Executive Director's review.
* Attend all Board of Health and Governing Council meetings, record the minutes, transcribe them in a proper format, and review them in a timely manner. Ensure all documents and/or correspondence are signed by the appropriate Board of Health and/or Governing Council officer(s) and Executive Director immediately following the meeting. Provide appropriate follow up of agenda items and correspondence, as recommended and/or discussed for processing to the County Board level, when necessary.
* Self-initiate and/or, as directed, collect, assemble, prepare, research, maintain, and coordinate a variety of materials/files required by the Board of Health and related committees, Governing Council and related committees, County Board and related committees, State and local agencies, public health associations, agencies, hospitals, Executive Team Directors, Special Assistant State's Attorney, and others.
* Maintain an accurate filling system for Board of Health, Governing Council, and Administration files, including a historical file for the agency. Coordinate and document appropriate annual purging of administration files within established guidelines.
* Independently review and appropriately prioritize and distribute incoming correspondence on a routine basis and/or coordinate follow-up of any items, as necessary.
* High School diploma or GED required. Associate degree or higher preferred.
* 4 years of demonstrated progressively responsible administrative support, including experience supporting upper management.
* Requires Notary Public Commission and FOIA and OMA training completion within the first three months from the hire date.
* Proficiency with office productivity tools (including Microsoft Office Suite) and an aptitude for learning new software and systems.
* Excellent written and verbal communication skills.
* Ability to maintain confidentiality of information related to the agency and its employees.
* Ability to effectively read, analyze, and interpret general business periodicals, professional documents, technical procedures, or governmental regulations; write reports and routine business correspondence; effectively present information and respond to questions from managers, clients, customers, and the public.
You can find additional information about the Lake County Health Department, our culture, and why you should join our team at
As a public health department, we believe in the science, data, and power of vaccines, like the influenza and COVID-19 vaccines, to protect against and prevent illness. Therefore, we require all Health Department staff to receive the primary series of the COVID-19 vaccine as well as the annual influenza vaccine unless they have an approved medical or religious exemption.
Any offer of employment is conditioned on the successful completion of a background screening, drug and alcohol testing and may include a pre-employment medical exam.
The Lake County Health Department and Community Health Center is an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sexual orientation, gender identity or gender expression, national origin, disability, veteran status, and other protected characteristics.