Executive Assistant

Updated: 10 months ago
Location: Chicago, ILLINOIS
Job Type: FullTime
Deadline: The position may have been removed or expired!

Department
 

Office of the Executive Vice President: Staff


About the Department
 

The Office of the President supports the work of the President in providing leadership, coordination, and administrative support to strategic initiatives, programs, and activities that advance the mission and eminence of the University of Chicago. Information about the Office of the President is available at this link: https://president.uchicago.edu/about-the-office.


Job Summary
 

The Executive Assistant reports to the Director of Human Resesources and Operations in the Office of the President and performs a variety of administrative functions for strategic initiatives as assigned . This role requires the knowledge and skills developed through work in a similar position, including the ability to interact with external and internal University partners with the utmost level of discretion and professionalism. The person selected for this role will serve as a key member of the administrative support team and supports senior leaders and advisors as needed. The ideal candidate is a highly motivated, detail-oriented, and enthusiastic professional who has proven experience and enjoys working in a collaborative, fast-paced, and deadline-driven environment. This role works in-person on campus, and may not have the option for remote work.

Responsibilities

  • Proactively manages scheduling calendars, including resolution of schedule conflicts, schedules prioritization and meeting logistics (location, audio/video, meals, etc.).

  • Manages detailed arrangements for upcoming meetings, identifying clear meeting purpose/objectives, validating attendee lists/notifications, communicating required pre-work/deliverables and helping coordinate necessary follow-ups.

  • Creates and refines meeting materials, including writing and editing, and document tracking.

  • Performs administrative functions with careful attention to detail, complete confidentiality, a positive attitude, and discerning judgment.

  • Manages day-to-day reception and meetings, ensuring activities run as planned each day and adapting schedules in response to last-minute issues or unforeseen situations.

  • Coordinates all briefings and meeting materials for internal and external activities, including requesting, collecting, reviewing, and printing documents on an as-needed basis to ensure executives are well prepared for all meetings and events.

  • Processes expense reports, makes travel arrangements, and broadly supports the activities and administrative needs of executives.

  • Acts as the liaison between the support team and other units and organizations regarding process flows, documentation, communications, and logistics.

  • Works with offices across the University, the Medical Center, affiliated laboratories, and external organizations to manage lists and coordinate the complex and fluid schedules of meetings and events with trustees, donors, deans, officers, staff, civic and government leaders, diplomats, faculty, and others.

  • Prepares documents and items for signature as needed.

  • Provides coverage to other administrators as necessary.

  • Provides special project support to the office as necessary.

  • Anticipates the needs of the office and take initiative to meet them.

  • Prepares special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.

  • Initiates correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors.

  • Performs other related work as needed.


Minimum Qualifications
 

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

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Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

  • Bachelor’s degree.

Experience:

  • Work experience in supporting an Officer, CEO or other senior executive.

  • Experience working in higher education and a high-level executive setting strongly preferred.

  • Familiarity with the University of Chicago a plus.

Technical Skills or Knowledge:

  • Proficiency with Microsoft Office Suite, with high proficiency in Word, Excel, and PowerPoint, and with Adobe Acrobat.

Preferred Competencies

  • Exceptional accuracy, attention to detail, and ability to complete tasks thoroughly.

  • Positive, service-oriented attitude and courteous demeanor.

  • Demonstrated ability to multitask and meet deadlines in a challenging, fast-paced work environment.

  • Sound judgment and the ability to anticipate potential problems and address them before they arise.

  • Acumen to interact with a diverse and distinguished range of colleagues and visitors, including trustees, donors, visiting dignitaries, elected officials, as well as faculty and University leaders.

  • Ability to handle sensitive and confidential situations and information with absolute discretion.

  • Monitoring email and responding as needed during evenings and weekends.

  • Excellent oral and written communication skills.

Working Conditions

  • Works occasional evenings and early mornings as needed.

Application Documents

  • Resume/CV (required)

  • Cover Letter (required)

  • Reference Contact Information (3) (required)



When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.



Job Family
 

Administration & Management


Role Impact
 

Individual Contributor


FLSA Status
 

Exempt


Pay Frequency
 

Monthly


Scheduled Weekly Hours
 

37.5


Benefits Eligible
 

Yes


Drug Test Required
 

No


Health Screen Required
 

No


Motor Vehicle Record Inquiry Required
 

No


Posting Statement
 

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .
The University of Chicago is an Affirmative Action/ Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.



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