This job has Expired
Executive Assistant
Job Description
Department
About the Department
Job Summary
Responsibilities
- Assists and provides confidential and high-level administrative oversight for faculty and/or director/dean, including updating project plans and timelines, scheduling meetings, coordinating resources, and assisting with the creation and updating of tracking and reporting.
- Updates and maintains faculty member’s CV (publication/bio-sketch, and other information) on a quarterly basis, as Federal and Non-Federal granting agencies require.
- Manages administrative, expense and logistic support for the office suite, including but not limited to calendar management, room reservations, expense management, mail, travel logistics, and recruitment efforts, all with a sense of urgency and utmost confidentiality.
- Preps, sets up, executes, and follows up on meetings off-site and team-based events for training, development, recognition, and other organizational initiatives.
- Triages emails and telephone calls for action. Resolves routine and complex inquiries. Refers inquiries to the appropriate person and follows up to ensure complete and timely responses. Exercises professional judgment to interpret and communicate office policies and procedures.
- Actively participates in monthly procurement meetings, and manages financial and budgetary activities, including preparing financial statements, projected lab spending, expense reconciliation, memos, invoices letters, and other documents.
- Serves as liaison for postdoctoral researchers, research staff, and students within the labs, including elements of onboarding, space assignments, purchasing requests, reimbursements, and accounts payable.
- Responsible for planning and execution of various administrative tasks, including assisting with significant special projects and events; designing, producing, and copy-editing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties.
- Serves as the primary point of contact for internal and external constituencies on all matters about the faculty and/or director/dean, including those of a highly confidential or critical nature.
- Prioritizes and determines the appropriate course of action, referral, or response, exercising judgment to reflect UChicago/PME policy and procedures.
- Facilitates sensitive Human Resource matters, including onboarding and off-boarding of lab personnel, with high confidentiality and discretion.
- Contributes leadership to building relationships crucial to the success of the lab, PME, and UChicago and manages various special projects, some of which may have organizational and research impact.
- Tracks and helps drive completion of key deliverables and follows up on outstanding items.
- Prepare 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.
- Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
- 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).---
Work Experience:
---
Certifications:
---
Preferred Qualifications
Experience:
- Prior experience as an executive assistant in an academic environment or healthcare executive setting.
- Scheduling for multiple leaders, preparing leaders for meetings, events, interviews, and ongoing commitments to support a hybrid workforce.
- Preparing presentation decks for executive and academic leadership.
- Creating, editing, proofing, and sending executive communication on behalf of supported offices.
- Reconciling budgets, tracking expenses, and providing timely updates on office expense management, including monthly and quarterly tracking reports.
Technical Skills or Knowledge:
- Experience with Project Management methodologies.
- Advanced experience in Microsoft Outlook, Excel, PowerPoint, and Word.
Preferred Competencies
- Handle highly confidential and sensitive materials and situations.
- Interact comfortably with senior executives, faculty, and staff.
- Develop collaborative relationships throughout the University community.
- Effectively represent the mission, values and strategic plan of the organization and leaders through work products, efforts, and communication.
- Manage and organize ad hoc projects to support processes and workflows.
Application Documents
- Resume/CV (required)
- Cover Letter (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
Role Impact
FLSA Status
Pay Frequency
Scheduled Weekly Hours
Benefits Eligible
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
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.
*Please mention you saw this ad on AcademicJobs.*