Executive Assistant Job at The University of Chicago Booth School of Business in

Overview

Department: Booth Polsky Center

About The Department: The Commercial Real Estate Operations (CREO) team and the Polsky Center for Entrepreneurship and Innovation are co-located in Harper Court, 5235 S Harper Court. The Polsky Center’s mission is to advance innovative ideas and technologies from the University of Chicago ecosystem to the world through education, resources, and programs. The University of Chicago's CREO Department is a unit within the Office of Civic Engagement with a dual reporting line to the Finance and Administration Division, engaging in a wide array of real estate services including asset acquisition, asset disposition, development, asset management, lease negotiation, lease administration, and construction. The University of Chicago Booth School of Business is the second-oldest business school in the U.S. Their facilities span four campuses (Chicago, Chicago, London, Hong Kong) and support a rigorous, discipline-based approach to business education. Chicago Booth has an unmatched faculty, degree and open enrollment programs on three continents, a global alumni network, and strong corporate relationships. For more information about the University of Chicago Booth, please visit: http://www.chicagobooth.edu/.

Job Summary

The Executive Assistant will provide a wide range of administrative and executive support, including managing executive and team calendars, coordinating travel, preparing reports, supporting select events and assisting with other special projects as needed. The Executive Assistant will report to the Associate Vice President of Commercial Real Estate and the Managing Director and Associate Vice President of the Polsky Center for Entrepreneurship and Innovation.

Responsibilities

• Manages executive and team calendars and schedules, including scheduling appointments, meetings, and travel arrangements for executives and for executives’ direct reports
• Handles department administrative tasks such as managing expense reports, ordering supplies, renewing equipment licenses, processing department vendor invoices
• Coordinates and plans events and meetings
• Develops good working relationships with administrative staff supporting other executives, staff, and external partners
• Triages emails and telephone calls for action; resolves mostly routine and some complex inquiries
• Coordinates special projects as directed, including conducting research and preparing write ups for recommendations for operational and administrative challenges and opportunities and implementing solutions
• Supports select events for CREO and Polsky leadership as needed to supplement event management staff
• Coordinates aggregation of leadership team reports or presentations on a recurring basis, such as monthly All Hands presentations and quarterly leadership reports
• Potential to serve as an administrative liaison to third-party property management and parking firms, including processing staff parking applications and payroll deductions, coordinating identification card/building access, and maintaining shared conference room audio visual equipment
• Prepare special reports and summaries; assists in managing daily operation of the office; may assist in developing administrative goals and policies; maintains the leader's calendar with discretion
• 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

Education

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

Work Experience

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

Certifications

Preferred Qualifications

Experience

• At least five years of consistent work experience as an assistant to senior management.

Technical Skills Or Knowledge

• Demonstrated proficiency with MS Office (Word, Excel, PowerPoint, and Outlook).

Preferred Competencies

• Strong organizational, time management, and prioritization skills.
• Strong communication skills, customer service-oriented approach, and ability to work independently and collaboratively.
• Adaptability to changing priorities and deadlines; ability to handle multiple tasks simultaneously.
• Attention to detail and accuracy; discretion with confidential information.
• Familiarity with the University of Chicago or other higher education institutions.
• Interest in entrepreneurship and/or property management.

Working Conditions

• This position is currently expected to work a minimum four days per week in the office.

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

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

FLSA Status

Exempt

Pay Range

$70,000.00 - $95,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination. Job seekers in need of a reasonable accommodation should call 773-702-5800 or submit a request via Applicant Inquiry Form. All offers of employment are contingent upon a background check that includes a review of conviction history.

Notice

The University of Chicago's Annual Security & Fire Safety Report can be accessed online at http://securityreport.uchicago.edu. Paper copies are available upon request from the University of Chicago Police Department.