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

Overview

Base pay range: $70,000.00/yr - $95,000.00/yr

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, located at 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 Polsky Center commercializes discoveries, accelerates venture growth, supports students interested in entrepreneurial careers, and supports local small businesses. 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 that engages 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. and is renowned for its influence on business education. Chicago Booth offers facilities across four campuses and a range of degree and open enrollment programs, with a global alumni network and extensive corporate relationships.

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 role has a dual reporting line 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 appointments, meetings, and travel arrangements for executives and direct reports.
• Handles department administrative tasks such as managing expense reports, ordering supplies, renewing equipment licenses, and processing vendor invoices.
• Coordinates and plans events and meetings.
• Develops working relationships with administrative staff supporting other executives, staff, and external partners.
• Triages emails and telephone calls; resolves routine and some complex inquiries.
• Coordinates and supports special projects, including conducting research and preparing write-ups with recommendations for operational and administrative improvements.
• Supports 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 (e.g., monthly All Hands, quarterly leadership reports).
• May serve as an administrative liaison to third-party property management and parking firms, including processing staff parking applications, payroll deductions, coordinating access, and maintaining shared conference room equipment.
• Prepares special reports and summaries, assists in managing daily office operations, and helps develop administrative goals and policies. Maintains the leader's calendar with discretion and prioritization.
• May manage portions of the leader's budget, monitor and reconcile accounts, and prepare financial or administrative reports.
• Other related work as needed.

Education and Qualifications

Minimum Qualifications

Vocational training, apprenticeships, or equivalent experience in a related field (a four-year degree is not typically required).

Work Experience

7+ years of work experience in a related job discipline.

Certifications

N/A

Preferred Qualifications

• At least five years of consistent work experience as an assistant to senior management.
• Demonstrated proficiency with MS Office (Word, Excel, PowerPoint, Outlook).
• Strong organizational, time management, prioritization, and communication skills; customer service orientation; ability to work independently and collaboratively.
• Adaptability to changing priorities and deadlines; ability to handle multiple tasks; attention to detail and discretion with confidential information.
• Familiarity with the University of Chicago or other higher education institutions; interest in entrepreneurship and/or property management.

Working Conditions

• 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, upload the documents via the My Experience page in the Application Documents section.

Job Details

• 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
• Benefits Eligible: Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees. Information about benefits is available 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, age, disability, military or veteran status, genetic information, or other protected classes. For more information, see the University’s Notice of Nondiscrimination. Reasonable accommodations for applicants will be provided upon request.

All offers of employment are contingent upon a background check. A conviction does not automatically preclude employment; it is considered on a case-by-case basis. The University also provides access to the Annual Security & Fire Safety Report online.

Seniorities and Employment Type

• Seniority level: Mid-Senior level
• Employment type: Other
• Job function: Administrative
• Industries: Higher Education

Note: Some boilerplate and extraneous postings outside this role have been omitted to maintain focus on the described position.