Executive Assistant to Mayor & City Manager

The City of Highland Park is seeking an experienced administrative professional to join the City Manager’s Office as Executive Assistant to the Mayor and City Manager. This position provides high-level support to the City Manager and Mayor, with responsibilities spanning scheduling, correspondence, meeting coordination, office operations and service to the public. We’re looking for someone who is organized, detail-oriented and able to manage a variety of responsibilities with professionalism, discretion and sound judgment.

Provides high-level administrative support to the City Manager and Mayor by managing executive schedules, correspondence, records, customer service, and general office operations. Supports the efficient administration of the City Manager's Office while ensuring responsive service to elected officials, staff, and the public.

Works under the direct supervision of the City Manager.

Hourly Non-Exempt

IMRF Pension Eligible

Expected hiring range: $31.25 - $38.47 DOQ

($65,000 - $80,000 annual equivalent based on 40 hours per week)

2026 Max of Grade 10: $45.14

• Provide direct administrative support to the City Manager, including proofreading correspondence, reports and policy documents; setting up meetings and appointments for public events and executive meetings; and maintaining files and subject records. Process invoices for the City Manager's Office through the City's financial system, including requisitions and purchase orders.
• Provide administrative support to the Mayor, including managing correspondence, scheduling meetings and community appearances, maintaining the Mayor's calendar and files, and preparing materials for meetings and events. Enter and review timesheets for the Mayor and City Council bi-weekly.
• Deliver exceptional customer service by serving as the primary point of contact for the City Manager's Office through phone and walk-up counter coverage. Respond promptly and courteously to inquiries from internal and external stakeholders, provide information, direct requests to the appropriate staff, and ensure timely follow-up. Provide notary services to the public and serve as backup for landscaper and business license inquiries and issuance.
• Coordinate general office management for City Hall and the City Manager's Office, including procuring office supplies, monitoring office equipment and service needs, coordinating facility maintenance requests with the Facilities Division, working with outside vendors and service providers, and coordinating and assisting with large bulk mailings.
• Coordinate City Council, Commission and Advisory Board appointment and recognition processes, manage appointee orientation, maintain commission contact lists, and coordinate support of appointees with staff liaisons.
• Process certain City licenses and permits, including (1) Landscape, Tree, and Pavement Sealant Professional License; (2) Commercial Film Permit; (3) Valet Parking Permit; (4) Temporary Right of Way Permit.
• Perform other related duties as assigned.

The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Graduation from high school or GED equivalent. Two year Associate’s degree in Business Administration or related field preferred.

Minimum of three years of progressively responsible work experience in a modern business office involving clerical, secretarial, and administrative support duties, or an equivalent combination of training and experience. Demonstrated proficiency in business correspondence and office management practices required.