Executive Assistant

ABOUT ARDC

The Attorney Registration and Disciplinary Commission (ARDC) serves the Supreme Court of Illinois in regulating the legal profession. Our work is grounded in integrity, accountability, and public trust. We maintain high professional standards while fostering a respectful, mission-driven workplace.

Under the direction of the Court, ARDC registers and supports attorneys, delivers education and outreach, and administers a fair disciplinary process. Our role is both regulatory and restorative—ensuring accountability while upholding the integrity of the profession.

The Executive Assistant provides high-level administrative support to the Chief People Officer (CPO), Chief Financial Officer (CFO) and Chief Information Officer, while serving as backup executive support for the Administrator as needed. This position manages executive calendars, meeting coordination, communications, onboarding logistics, and administrative projects that enable organizational leadership to operate efficiently. The ideal candidate is highly organized, proactive, discreet, and capable of managing multiple priorities in a fast-paced environment.

Key Responsibilities

Calendar & Schedule Management

• Manage and maintain complex, multi-executive calendars for the CPO, CFO, and CIO, proactively resolving scheduling conflicts
• Coordinate and prioritize meeting requests, ensuring executives' time is protected and aligned with organizational priorities
• Provide timely reminders, briefing materials, and agendas in advance of meetings and commitments
• Schedule and manage recurring leadership meetings, all-hands sessions, and cross-functional check-ins

Meeting Coordination

• Organize and facilitate internal and external meetings including booking conference rooms, arranging virtual meeting links, and preparing materials
• Draft agendas, capture meeting minutes, and follow up on action items to ensure accountability
• Coordinate logistics for board meetings, executive offsites, and leadership team sessions
• Serve as the point of contact for meeting logistics, RSVPs, and communications on behalf of assigned executives

Event Planning & Coordination

• Plan and execute organization and department events including town halls, recognition events, executive dinners, and leadership retreats
• Manage vendor relationships, venue selection, catering, AV setup, and guest communications for all coordinated events
• Coordinate event logistics, vendor communication, meeting space, catering, audiovisual needs, and attendee communications
• Support employee engagement initiatives by coordinating logistics for programs led by the CPO's office

Office Supply & Facilities Management

• Monitor executive office needs and coordinate resolutions with appropriate departments
• Place orders through approved vendors, manage deliveries, and reconcile supply invoices
• Coordinate with facilities and IT for workspace setup, maintenance requests, and equipment needs
• Coordinate office supply requests for supported executives

Administrative & HR Support

• Assist with maintaining executive PTO calendars and departmental schedules.
• Coordinate with Human Resources regarding onboarding, offboarding, and employee documentation
• Generate reports and administrative summaries as requested
• Maintain confidential personnel information
• Provide backup support to the Administrator during planned and unplanned absences
• Support cross-functional administrative initiatives and process improvements
• Develop and maintain administrative procedures, templates, and documentation

Employee Onboarding Coordination

• Serve as the central coordinator for new hire onboarding logistics, partnering with HR, IT, and Facilities
• Arrange and track the provisioning of access badges, laptops, and necessary hardware
• Coordinate system access and login setup with the IT/CIO's team to ensure Day 1 readiness
• Prepare and distribute new hire welcome materials, first-day schedules, and orientation agendas
• Maintain onboarding checklists and track completion status across all new hire touchpoints
• Act as the first point of contact for new employees during their first week to address logistical questions

Qualifications

Required

• 5 years of experience in an executive support, administrative coordinator, or operations role
• Demonstrated experience supporting multiple senior leaders simultaneously
• Exceptional organizational skills with strong attention to detail and the ability to manage competing priorities
• High degree of professionalism and discretion in handling confidential information
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual collaboration tools (Teams, Zoom, etc.)
• Strong written and verbal communication skills

Preferred

• Experience using HRIS, onboarding, or employee management systems
• Prior experience in a corporate or multi-department administrative environment
• Familiarity with expense management and budget tracking tools
• Event planning experience in a professional setting

The ARDC is committed to a culture of diversity and inclusion. We offer a hybrid schedule, a congenial work atmosphere, and excellent benefits. Salary will be determined based on the candidate’s experience and qualifications, with a targeted salary range of $70,000 to $90,000.

*Please submit a cover letter along with your resume*

The ARDC is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process, please send an e-mail to employment@iardc.org to let us know the nature of your request and your contact information.

Pay: $70,000.00 - $90,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Application Question(s):

• Are you willing to commit to a hybrid work schedule?

Education:

• Bachelor's (Required)

Experience:

• Executive administrative support: 7 years (Required)
• Board relations: 2 years (Preferred)

Location:

• Chicago, IL 60601 (Preferred)

Ability to Commute:

• Chicago, IL 60601 (Required)

Work Location: Hybrid remote in Chicago, IL 60601

Salary : $70,000 - $90,000