What are the responsibilities and job description for the Operations Manager/Executive Scheduler (EA III) position at Illinois Secretary of State?
| Office of the Illinois Secretary of State | |
| Alexi Giannoulias | |
Job Title: Operations Manager/Executive Scheduler (EA III)
Division: N/A
Union: N/A
Location: 115 S LaSalle St, Chicago, IL – Cook County
Salary: $100,000 to $120,000 annually – commensurate with experience
Benefits: https://cms.illinois.gov/benefits/stateemployee.html
Overview:
We are seeking a highly proactive, organized, and strategic individual to serve as both an Executive Scheduler and Operations Manager supporting the Chief of Staff of a 4,000-person organization. This role is not a traditional support position - it is designed for a professional who can anticipate needs, manage others, and create leverage for the Chief of Staff through operational clarity and thoughtful time and task management. The ideal candidate will act as an extension of the Chief of Staff in day-to-day execution.
Under general direction of the Chief of Staff, the Operations Manager and Executive Scheduler performs various assignments of a confidential nature, as well as manages executive office staff on matters assigned to them, as well as their daily activities; handles all executive scheduling for the Chief of Staff which involves reviewing all requests, gathering necessary data and confirming appointments with Chief of Staff; participates in the review and analysis of operations; coordinates incoming monthly reports and other information received from various departments; reviews incoming correspondence to determine necessary action; investigates complaints and inquiries including personnel and labor relations matters.
Key Responsibilities:
- Strategic calendar and task management
- Own and orchestrate the Chief of Staff’s calendar as a strategic asset - prioritizing, triaging, and making scheduling decisions aligned to org goals
- Proactively flag conflicts, recommend prioritization shifts, and suggest time blocks for deep work, reflection, and team engagement
- Internal team oversight and coordination
- Manage and mentor a small administrative team (2–3 direct reports), including workload distribution, performance management, and professional development
- Establish standards and routines to ensure the team is delivering high-quality, timely, and responsive administrative support across the office
- Serve as point of escalation for operational issues and resource needs
- Communications and stakeholder management
- Draft, review, and send communications on behalf of the Chief of Staff, ensuring clarity, tone, and strategic alignment
- Prepare briefing materials, agendas, and follow-ups for internal and external meetings
- Build and maintain effective working relationships with senior leaders, key stakeholders, and external partners
- Operational and office leadership
- Oversee the smooth day-to-day operations of the executive office, including space management, office supplies, and event coordination
- Act as the “hub” of the office—building a culture of organization, reliability, and calm in a fast-paced environment
- Implement systems to streamline workflows and improve overall efficiency of the executive office
- Performs other duties as required or assigned.
Required Skills and Qualifications:
- Bachelor’s degree in business, management, or a related field, or equivalent education and experience
- Minimum of 2 years of experience in scheduling for an executive level officer/employee, and 3 years’ experience in management of the executive team.
- Strong communication skills interacting with outside officials, and internal management level staff, as well as department staff in handling matters for executive level officers.
- Strong writing and editing skills, with the ability to produce clear, concise, and creative content that resonates with diverse audiences.
- Analytical mindset with the ability to use data insights to refine strategies and improve engagement.
- Strong organizational skills, with the ability to manage and prioritize multiple projects, deadlines, and content streams in a fast-paced environment.
- Ability to work effectively with diverse teams, fostering a collaborative and inclusive environment
- Please visit https://ilsos.applytojob.gov/apply to apply by completing the online application; you may also upload a resume, or other attachments as needed.
- Preference will be given to Illinois residents in the hiring and selection process, in accordance with the Illinois Secretary of State Merit Employment Code.
- Questions regarding this posting or Illinois Secretary of State employment practices may be directed to Job Counselors at our Personnel offices in Chicago (312-793-5515) or Springfield (217-782-4783).
Equal Employment Opportunity Employer. Applicants must be lawfully authorized to work in the United States.
Applicants are considered for all positions without regard to race, color, religion, sex, national origin, sexual orientation, age, marital or veteran status, or the presence of a non-job-related medical condition or disability.
Salary : $100,000 - $120,000
