University of Chicago Booth School of Business
Executive Assistant
University of Chicago Booth School of Business, Chicago, Illinois, United States, 60290
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 have a dual reporting role to the Associate Vice President of Commercial Real Estate and the Managing Director and Associate Vice President of thePolsky Center for Entrepreneurship and Innovation. 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.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Manage 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 of department vendor invoices.
Coordinates and plans events and meetings.
Develop 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 UChicago staff parking applications and payroll deductions, coordinating identification card/building access, and maintaining shared conference room audio visual equipment.
Other duties as assigned.
KNOWLEDGE, SKILLS AND EXPERIENCE:
A college or university degree in related field required.
A minimum of seven years of experience required. Five or more years of consistent work experience as an assistant to senior management preferred.
Demonstrated proficiency with MS Office (Word, Excel, PowerPoint, and Outlook) required.
Strong organizational, time management, and prioritization skills required.
Strong communication skills, customer service-oriented approach, and ability to work both independently and collaboratively required.
Adaptability to changing priorities and deadlines and ability to handle multiple tasks simultaneously required.
Attention to detail and accuracy and the ability to handle confidential information with discretion required.
Familiarity with the University of Chicago or other higher education institutions preferred.
Interest in entrepreneurship and/or property management preferred
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PRINCIPAL DUTIES AND RESPONSIBILITIES:
Manage 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 of department vendor invoices.
Coordinates and plans events and meetings.
Develop 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 UChicago staff parking applications and payroll deductions, coordinating identification card/building access, and maintaining shared conference room audio visual equipment.
Other duties as assigned.
KNOWLEDGE, SKILLS AND EXPERIENCE:
A college or university degree in related field required.
A minimum of seven years of experience required. Five or more years of consistent work experience as an assistant to senior management preferred.
Demonstrated proficiency with MS Office (Word, Excel, PowerPoint, and Outlook) required.
Strong organizational, time management, and prioritization skills required.
Strong communication skills, customer service-oriented approach, and ability to work both independently and collaboratively required.
Adaptability to changing priorities and deadlines and ability to handle multiple tasks simultaneously required.
Attention to detail and accuracy and the ability to handle confidential information with discretion required.
Familiarity with the University of Chicago or other higher education institutions preferred.
Interest in entrepreneurship and/or property management preferred
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