Executive Assistant

About Cogent Infotech
At Cogent Infotech, we believe in creating opportunities that empower individuals and transform organizations. With over 21 years of excellence in consulting and talent solutions, we pride ourselves on building inclusive workplaces and driving innovation in everything we do. Our diverse teams bring unique perspectives to help deliver cutting-edge solutions to global clients across both public and private sectors.

Job Title: Executive Admin Assistant
Location: Chicago, IL
Contract Role: 6-12 Months

Onsite Role

Job Summary
Highly organized administrative professional with experience providing confidential executive-level support within city agencies. Skilled in calendar management, meeting coordination, travel arrangements, correspondence preparation, research, and project tracking, while ensuring smooth daily office operations. Proficient in MS Word, Excel, PowerPoint, reporting, and maintaining strict confidentiality when supporting senior leadership and cross-functional teams.

Responsibilities:

• Provides confidential administrative support to a manager in an executive level position in a City agency.

DUTIES INCLUDE ONE OR MORE OF THE FOLLOWING,

• Relieves the executive of clerical and administrative type functions including overseeing the work of other administrative office support staff in the executive office
• Provides organizational support by implementing administrative work procedures to ensure office of the Managing Deputy Commissioner
• Deputy runs smoothly and efficiently
• Screens visitors and telephone calls
• Takes messages and uses judgment in forwarding calls to appropriate personnel for response and resolution
• Maintains the Managing Deputy Commissioner’s
• Deputy’s calendar and schedules appointments
• Schedules meeting rooms and manages meeting arrangements and logistics
• Briefs and prepares Managing Deputy Commissioner
• Deputy for meetings
• Relays requests for information and directives from the Managing Deputy Commissioner
• Deputy to departmental staff and provides status reports
• Provides summaries of incoming mail, meeting requests and other items requiring the Managing Deputy Commissioner’s
• Deputy’s attention and response; Takes dictations and transcribes; takes notes at meetings and prepares summaries
• Reviews correspondence and other materials requiring Managing Deputy Commissioner’s
• Deputy’s signature before presenting for signature
• Maintains confidentiality of all materials and files
• Communicates with departmental managers, city official and external customers to apprise the Managing Deputy Commissioner
• Deputy on the status of various projects or of critical issues
• Demonstrates ability to use MS Word and Excel in typing a variety of correspondence and creating spreadsheets and databases to maintain and track information
• Prepares Power Point materials including charts and presentations
• Conducts research and prepares correspondence in response to inquiries or information requests for the Managing Deputy Commissioner’s Deputy’s signature
• Works on special projects and handles special assignments as directed by Managing Deputy Commissioner
• Makes travel and hotel arrangements and prepares paperwork for travel reimbursements

Education:

A Bachelor’s Degree from an accredited college or university, plus one year of work experience performing secretarial and/or administrative support functions ; or an equivalent combination of education, training and experience.

Cogent Infotech is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment where everyone feels welcome and valued. We encourage applications from individuals of all backgrounds, identities, abilities, and experiences. If you’re excited about this role but don’t meet every requirement, we still encourage you to apply
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