?Executive Assistant Job at University of Chicago in Chicago

Executive Assistant

The Executive Assistant will independently manage multiple administrative and management tasks, while providing high-level support to the Executive Administrator, Vice Chair, and Director of Medical Education and Professional Development for the Department of Pediatrics. Must be able to provide a wide variety of exceptional strategic support and project assistance including scheduling and coordinating high-priority meetings, organizing meetings and workshops, running special events, and maintaining calendars, while upholding confidentiality and exercising discretion in handling sensitive matters.

This key position supports leaders by prioritizing competing requests, proactively securing resources, and using independent judgment to escalate matters appropriately and to ensure smooth and effective operations. They will be a creative and positive self-starter with the right set of skills to take on a range of projects and work from concept to completion. This fast-paced role demands a high level of discretion, confidentiality, attention to detail, and flexibility.

Responsibilities include managing telephone and email communications, collaborating on new and ongoing projects, coordinating events for the Medical Education Office, preparing and coordinating letters of recommendation, supporting creation of Grand Rounds and other event materials and schedules, managing faculty member's individual finances, staying informed of activities relating to University programs and initiatives, serving as an information gateway for general inquiries, preparing special reports and summaries, assisting in managing daily operation of the office, coordinating special projects, and performing other related work as needed.

Minimum requirements include vocational training, apprenticeships or the equivalent experience in a related field, and knowledge and skills developed through 7+ years of work experience in a related job discipline. Preferred qualifications include a Bachelor's degree, experience working in an academic medical center, at least five years prior experience in a senior level administrative support position for executive-level leaders, experience with scheduling for multiple leaders, creating, editing, proofing, and sending executive communication on behalf of supported leaders, and extensive experience in preparing presentation decks for executive leadership. Technical skills include proficiency in Google Suite, Microsoft Suite, and Adobe Acrobat, experience with Project Management and methodologies, and demonstrated knowledge of University financial systems, purchase order (PO) process, etc.

Working conditions include an office environment, a fast-paced environment, and eligibility for hybrid work based on business needs and the demands of specific tasks. Application documents required include a resume and a cover letter. The job family is Administration & Management, the role impact is Individual Contributor, and the scheduled weekly hours are 40. The job is not subject to a drug test, but a health screen is required. The pay rate type is salary, with a pay range of $60,000.00 - $90,000.00. The University of Chicago offers a wide range of benefits programs and resources for eligible employees. The University 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.