University of Chicago
Executive Assistant
The Executive Assistant supports three Research Deans as part of the Biological Sciences Division (BSD) Dean's Office: Vice Dean for Basic Science Research, Vice Dean for Clinical Science Research, and Associate Dean for Basic Science Research. The Executive Assistant reports directly to the Associate Dean for Basic Science Research. As an Executive Assistant, you will work independently to organize activities and projects, managing correspondence, prioritizing competing requests, and daily calendar management for all three Research Deans. This position plays a pivotal role in staffing and the implementation of strategic faculty recruitment visits; in addition, the Executive Assistant serves as a 'face of the Dean's Office' with faculty and staff. Responsibilities include: Provide complete calendar management for three Research Deans, including scheduling meetings and travel. Meeting management (including scheduling, invitations, room reservations, AV, assistance with agenda development, refreshments - if applicable) for several standing meetings within the Dean's Office, including the Faculty Advisory Committee, BSD Dean's Leadership Group, Associate Research Deans' meetings, Basic Science Chairs' meetings, and more. Responsible for the development of meeting itineraries and organizing travel for strategic faculty recruitment visits. Assist and provide administrative oversight for other relevant BSD projects, updating project plans and timelines, scheduling meetings, coordinating resources with other BSD units, assisting with the creation and updating of unit tracking and report. Includes some Dean's Office event management, such as special lectures and town halls. Provide and manage administrative, expense and logistic support, 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. Relieves leaders of administrative responsibilities. Support annual planning processes, business planning, and performance review cycles. Track and help drive completion of key deliverables and follow up on outstanding items. Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities. 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. 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 include vocational training, apprenticeships or the equivalent experience in a related field (not typically required to have a four-year degree) and 7+ years of work experience in a related job discipline. Preferred qualifications include prior experience as an executive assistant in an academic environment, experience scheduling for and supporting multiple leaders (2-3) at once, experience creating, editing, proofing, and sending executive communication on behalf of supported offices, experience tracking and reconciling expenses, and advanced experience in Microsoft Outlook, Excel, PowerPoint, and Word. Preferred competencies include the ability to handle highly confidential and sensitive materials and situations, the ability to interact comfortably with senior executives, faculty, and staff, the ability to develop collaborative relationships throughout the University community, the ability to effectively represent the mission, vision, values, and strategic plan of the organization and leaders through work projects, efforts, and communication, the ability to manage and organize ad hoc projects to support processes and workflows, the ability to be reliable, driven, and results oriented, strong organizational, communication and interpersonal skills, strong attention to detail, experience handling multiple projects at once and working well under deadlines, and the ability to communicate comfortably with healthcare professionals and faculty, staff, students, and officials at the highest level of the organization. The working conditions for this position are an office environment.
The Executive Assistant supports three Research Deans as part of the Biological Sciences Division (BSD) Dean's Office: Vice Dean for Basic Science Research, Vice Dean for Clinical Science Research, and Associate Dean for Basic Science Research. The Executive Assistant reports directly to the Associate Dean for Basic Science Research. As an Executive Assistant, you will work independently to organize activities and projects, managing correspondence, prioritizing competing requests, and daily calendar management for all three Research Deans. This position plays a pivotal role in staffing and the implementation of strategic faculty recruitment visits; in addition, the Executive Assistant serves as a 'face of the Dean's Office' with faculty and staff. Responsibilities include: Provide complete calendar management for three Research Deans, including scheduling meetings and travel. Meeting management (including scheduling, invitations, room reservations, AV, assistance with agenda development, refreshments - if applicable) for several standing meetings within the Dean's Office, including the Faculty Advisory Committee, BSD Dean's Leadership Group, Associate Research Deans' meetings, Basic Science Chairs' meetings, and more. Responsible for the development of meeting itineraries and organizing travel for strategic faculty recruitment visits. Assist and provide administrative oversight for other relevant BSD projects, updating project plans and timelines, scheduling meetings, coordinating resources with other BSD units, assisting with the creation and updating of unit tracking and report. Includes some Dean's Office event management, such as special lectures and town halls. Provide and manage administrative, expense and logistic support, 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. Relieves leaders of administrative responsibilities. Support annual planning processes, business planning, and performance review cycles. Track and help drive completion of key deliverables and follow up on outstanding items. Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities. 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. 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 include vocational training, apprenticeships or the equivalent experience in a related field (not typically required to have a four-year degree) and 7+ years of work experience in a related job discipline. Preferred qualifications include prior experience as an executive assistant in an academic environment, experience scheduling for and supporting multiple leaders (2-3) at once, experience creating, editing, proofing, and sending executive communication on behalf of supported offices, experience tracking and reconciling expenses, and advanced experience in Microsoft Outlook, Excel, PowerPoint, and Word. Preferred competencies include the ability to handle highly confidential and sensitive materials and situations, the ability to interact comfortably with senior executives, faculty, and staff, the ability to develop collaborative relationships throughout the University community, the ability to effectively represent the mission, vision, values, and strategic plan of the organization and leaders through work projects, efforts, and communication, the ability to manage and organize ad hoc projects to support processes and workflows, the ability to be reliable, driven, and results oriented, strong organizational, communication and interpersonal skills, strong attention to detail, experience handling multiple projects at once and working well under deadlines, and the ability to communicate comfortably with healthcare professionals and faculty, staff, students, and officials at the highest level of the organization. The working conditions for this position are an office environment.