Executive Assistant

* Maintains the DSI Faculty Directors and Executive Director’s calendars, exercising considerable discretion and judgment as to priorities and effective use of their time.* Coordinates high-priority meetings with faculty, administrators, research partners, and external stakeholders.* Manages speaking and media requests for domestic and international events, including screening and accepting requests.* Monitors and handles sensitive internal and external communications, ensuring professionalism and confidentiality.* Coordinates domestic and international travel arrangements, including associated visa(s), airfare, ground transportation, and hotel accommodations, according to their preferences.* Organizes on- and off-campus meetings including lab meetings, dinners, workshops, and other special events.* Coordinates visitors, handling all travel arrangements and reimbursements; handles visitors' itineraries; makes room reservations, arranges for ground transportation.* Prepares and coordinates letters of recommendation, faculty reports, conflict of interest statements, and other institutional documents for leaders’ submission.* Assists with course materials and exams.* Responsible for purchasing necessary goods and services for DSI Faculty Directors and Executive Director, ensuring appropriate account allocation while adhering to University policies and procedures.* Ensures excellent service and high-level business support delivery.* Reimburses external vendors, submits invoices and requisitions using Oracle while adhering to Financial Services guidelines.* Engages in high levels of interactions with faculty, researchers and staff for committee work or information.* 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.* Performs other related work as needed.**Education**:**Experience**:* Experience working in higher education.* Experience in a senior level administrative support position for executive-level leaders.* Experience with scheduling for multiple leaders, preparing leaders for meetings, and events.* Experience creating, editing, proofing, and sending executive communication on behalf of supported leaders including experience preparing presentation decks for executive leadership.* Experience and knowledge of university financial systems and purchase order (PO) processes.* Ability to handle highly confidential and sensitive materials and situations.* Ability to interact comfortably with senior executives, faculty, and staff.* Ability to develop collaborative relationships throughout the University.* Ability to manage and organize ad hoc projects to support processes and workflows for the department.* Ability to be reliable, driven and results oriented.* Strong organizational, communication and interpersonal skills.* Experience handling multiple projects and working well under deadlines.* Ability to troubleshoot using appropriate resources to resolve issues.* Office Environment.* This position may be eligible for a hybrid or alternative work arrangement; however, on-site work is strongly encouraged and subject to business needs and role requirements.* Weekend/Evening hours as needed.When applying, the document(s) **MUST** be uploaded via the **My Experience** page, in the section titled **Application Documents** of the application.The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world.We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government.To learn more about the university click here #J-18808-Ljbffr