Assistant Admin Jobs in Normal, IL (NOW HIRING)

The Executive Assistant & Board Administrator provides high-level, confidential support to the Chief Executive Officer and Chief Operating Officer while serving as the primary governance liaison to the Board of Trustees. This role focuses on executive-level operations, board compliance, and the maintenance of official records in accordance with public meeting requirements. The position requires exceptional organizational skills, discretion, and political awareness to manage sensitive information with professionalism and integrity. In this capacity, you will support organizational governance and ensure the seamless execution of executive and board initiatives.

Essential Duties

• Provide high-level administrative support to the Chief Executive Officer and Chief Operating Officer, acting as a primary point of contact and managing complex calendars, shifting priorities, and sensitive internal/external communications.
• Translate verbal directives and high-level concepts into polished, professional documents, including professional correspondence, presentations, agendas, policies, memos, letters and executive-level reports. This requires the ability to adopt various tones and styles while applying a strategic approach to sensitive topics.
• Coordinate meetings, including logistics, preparation of briefing materials, and follow-up action tracking.
• Assist with special projects, research initiatives, and executive-level administrative tasks; manage office supply inventory.
• Perform other professional-level administrative duties as assigned to support executive leadership.
• Serve as the Agency's Records Retention Specialist; maintain official records according to approved legal schedules, coordinate authorized record destruction, and ensure the secure storage of historical and legal documentation.
• Establish and maintain sophisticated electronic and physical filing systems to support efficient document retention, retrieval, and organizational memory.
• Serve as the Board Administrator for the seven-member Board of Trustees; coordinate annual calendars, prepare compliant meeting packets and public notices, and ensure all proceedings adhere to the Open Meetings Act and parliamentary procedures (Robert's Rules of Order).
• Facilitate seamless communication between executive leadership, the Board Chair, Vice Chair, Trustees, and various committees while maintaining the highest level of confidentiality and political awareness.
• Attend all Board and committee meetings to record, transcribe, and index official minutes, resolutions, and ordinances; coordinate meeting logistics, prepare briefing materials, and track follow-up actions to ensure executive and board alignment.
• Manage Board training records, certifications, and compliance documentation to ensure the governing body meets all state and federal regulatory standards.
• Maintain the organization's Board-related public information and web presence to ensure accuracy and public access.
• Perform other duties as assigned.

Minimum Qualifications

Education and Experience

• High School diploma or equivalent required; college coursework preferred.
• Minimum of 3 years of progressively responsible administrative experience supporting senior leadership.
• Experience supporting a governing board or public body is required.
• Experience in a public sector or regulated environment preferred.
• Equivalent combination of education and/or experience may be considered.

Knowledge & Skills

• Executive-level administrative practices and procedures.
• Governance processes and public meeting requirements.
• Records management and retention standards.
• Proficiency with Microsoft Office Suite, SharePoint, and modern office software.
• Strong professional written and verbal communication skills.
• Ability to handle confidential and sensitive information with discretion.
• Strong organizational skills and attention to detail.
• Ability to prioritize tasks, manage multiple projects, and meet deadlines.
• Familiarity with Robert's Rules of Order or parliamentary procedure is a plus.

Physical & Work Environment

• Ability to lift and carry up to 25 pounds and operate standard office equipment.
• Primarily indoor office environment.
• Occasional business travel may be required.

Benefits

• 100% employee health insurance premiums paid; 65% dependent premiums paid.
• Dental, Vision, and Life insurance.
• Paid time off and holidays.
• Retirement plan with 5% employer contribution.
• Tuition reimbursement.

Connect Transit is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. This commitment applies to all aspects of employment, including recruitment, hiring, compensation, promotion, and professional development.

Connect Transit is an EEO/AA employer (Minorities/Females/Vet/Disability).