Executive Assistant Job at University of Chicago in Chicago

Executive Assistant

The Executive Assistant (EA) provides vital administrative and project support for the Data Science Institute (DSI) Faculty Leadership and Executive Director. Reporting to the Executive Director, the EA supports leaders by prioritizing competing requests, proactively securing resources, and using independent judgment to escalate matters appropriately and to ensure smooth and effective operations. The EA will manage scheduling, assist in coordinating short- and long-term projects, serve as a liaison for internal and external partners, and support in event planning and logistics.

Responsibilities include:

• 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.

Minimum qualifications include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree). Work experience in a related job discipline is required.

Preferred qualifications include a Bachelor's degree, 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. Proficiency in Google Suite, Microsoft Suite, and Adobe Acrobat is also preferred.

Preferred competencies include the 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.

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.

Application documents required include a resume and cover letter.