Executive Secretary

Salary

$70,000.00 - $80,000.00 Annually

Location

Central Administration 2700 Ogden Avenue Downers Grove, 60515, IL

Job Type

Administrative Support

Job Number

71240-102026

Department

Diversity & Strategic Dev

Division

Diversity & Strategic Dev

Opening Date

10/14/2026

Closing Date

10/25/2026 11:59 PM Central

Is this a union role?

No

Union Name

Salaried - 6

Position Grade

11

Description

Benefits

Questions

Position Overview

The Illinois Tollway is dedicated to providing and promoting a safe and efficient system of highways while ensuring the highest possible level of service to our customers. Whether it's I-PASS, the Driving Connections Program, open road tolling or keeping you safe with our H.E.L.P. trucks, we are committed to delivering great benefits and services to customers.

The Tollway is a user-fee system – no state or federal tax dollars are used to support maintenance and operations. Operations are funded by toll and concession revenues.

Under the leadership of the Board of Directors and Executive Staff, the Tollway is committed to achieving the following goals: increase collaboration with regional transportation and planning agencies, promote the regional economy, maintain financial integrity, foster environmental responsibility and sustainability, maintain the safety and efficiency of the Tollway system, further transparency and accountability, enhance customer service, and maintain public trust.

In support of this mission, the Executive Secretary serves as a strategic partner to the Diversity Department’s leadership team. The Executive Secretary is the first point of contact for a department, provides high level and key administrative support for senior leadership, and ensures the smooth delivery of daily operations.

Essential Job Functions

The Executive Secretary’s responsibilities include but are not limited to:

Serve as the initial point of contact for office inquiries and triage issues to resolve them immediately and/or direct them to the appropriate staff in a timely manner

Prepare, modify and proofread documents, including meeting agendas, meeting materials, correspondence, articles, reports and memos

Schedule and maintain the calendar of appointments, meetings and travel

Submit, reconcile and track departmental expense reports and invoices

Support the coordination of the department’s relationships and communications with external and internal stakeholders

Open, read, route and distribute incoming mail and materials

Organize, maintain and procure office supplies and materials

Complete special projects and other duties as assigned by the department’s senior leadership

Utilize CRM platforms, data-tracking tools, workflow systems, and program-management software to support project tracking, compliance reporting, and stakeholder engagement.

Process and track staff mileage reimbursements and employee travel reimbursements.

Track departmental requirements for annual training, compliance training, IT assignments, and other mandatory agency initiatives.

Support administrative, IT, and cross-departmental initiatives, including coordinating departmental tasks and assisting with system updates

Qualifications

Education (Required)

High School Diploma, G.E.D., or the Equivalent of Education and Experience

Education (Preferred)

Associate’s degree

Skills and Experience (Required)

Minimum of five years of progressive experience in an administrative, coordination, or customer service role

Excellent verbal and written communication skills

Proven ability to manage and prioritize multiple tasks in a fast-paced, high-volume environment while meeting deadlines

Ability to work effectively with stakeholders at all organizational levels

Strong organizational, problem-solving, and critical-thinking abilities

Proficiency with Microsoft Office and demonstrated ability to learn and use CRM, workflow, project-management, and other digital collaboration tools

Ability to work independently and contribute effectively to a collaborative team environment

Skills and Experience (Preferred)

Three years or more of experience as an administrative assistant for a senior leader at a large, complex organization

Experience working with CRM or project-management platforms (e.g., Salesforce, Smartsheet, SharePoint, Teams, or equivalent tools)

The Illinois Tollway is committed to creating a diverse environment and is proud to be an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, marital status, national origin or ancestry, disability, unfavorable discharge from military services, age, order of protection status, military status, sex or sexual orientation.

All stated experience for each question listed within the Supplemental Question Section must also be reflected in the "Work Experience" section of your application or in your resume. Failure to do so, or overstating experience, result in receiving no credit for your answer, and may result in your disqualification from consideration.