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

About the Department

The Commercial Real Estate Operations (CREO) team and the Polsky Center for Entrepreneurship and Innovation are co‑located in Harper Court 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 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 asset acquisition, disposition, development, asset management, lease negotiation, administration, and construction.

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 reports jointly to the Associate Vice President of Commercial Real Estate and the Managing Director and Associate Vice President of the Polsky Center.

Responsibilities

• Manage executive and team calendars, schedule appointments, meetings, and travel arrangements for executives and their direct reports.
• Handle department administrative tasks such as expense reports, ordering supplies, renewing equipment licenses, and processing vendor invoices.
• Coordinate and plan events and meetings.
• Develop good working relationships with administrative staff supporting other executives, staff, and external partners.
• Triage emails and telephone calls for action; resolve routine and some complex inquiries.
• Coordinate special projects as directed, including research and preparation of write‑ups for operational or administrative challenges and opportunities, and implement solutions.
• Assist with select events for CREO and Polsky leadership.
• Coordinate aggregation of leadership team reports or presentations on a recurring basis (e.g., monthly All Hands, quarterly leadership reports).
• Serve as an administrative liaison to third‑party property management and parking firms, processing parking applications, payroll deductions, and maintaining shared conference room equipment.
• Prepare special reports, summaries, and assist in managing daily office operations; may support development of administrative goals and policies.
• Manage a portion of the leader’s budget, monitoring and reconciling accounts, and preparing financial or administrative reports.
• Perform other related work as needed.

Education

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

Work Experience

Minimum requirements include knowledge and skills developed through seven or more years of work experience in a related job discipline.

Preferred Qualifications

• At least five years of consistent work experience as an assistant to senior management.
• Proficiency with MS Office (Word, Excel, PowerPoint, Outlook).
• Strong organizational, time‑management, and prioritization skills.
• Strong communication skills, customer‑service orientation, and ability to work independently and collaboratively.
• Adaptability to changing priorities and deadlines, handling multiple tasks simultaneously.
• Attention to detail, accuracy, 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

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

Application Documents

• Resume/CV (required)
• Cover Letter (required)

Job Details

• Job Family: Administration & Management
• Role Impact: Individual Contributor
• 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 (health, retirement, paid time off)

Seniority Level

Mid‑Senior level

Employment Type

Other

Job Function

Administrative

Industries

Higher Education

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, gender expression, national or ethnic origin, shared ancestry, age, disability status, or military status. For additional information, see the University’s Notice of Non‑Discrimination. Applicants who need reasonable accommodation to complete the application process should call 773‑702‑5800 or submit a request via the Applicant Inquiry Form.

Additional Information

The University of Chicago’s Annual Security & Fire Safety Report provides information about safety programs, records, and policies. The report can be accessed online at http://securityreport.uchicago.edu.