Executive Assistant Job at University of Chicago in Chicago

Join to apply for the Executive Assistant role at University of Chicago. (1 day ago – among the first 25 applicants).

University of Chicago provided pay range

This range is provided by University of Chicago. Your actual pay will be based on your skills and experience—talk with your recruiter to learn more.

Base pay range

$70,000.00/yr – $80,000.00/yr

Department

PSD Data Science: Administration

About The Department

The Data Science Institute (DSI) executes the University of Chicago’s bold, innovative vision of Data Science as a new discipline. The DSI seeds research on the interdisciplinary frontiers of this emerging field, forms partnerships with industry, government, and social impact organizations, and supports holistic data science and AI education. The staff in the Data Science Institute support the University’s students and scholars, their shared ideals, and the core values that make the University a singular intellectual destination.

Job Summary

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 elevate 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

• 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

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

Minimum Qualifications

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

Work Experience

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Preferred Qualifications

• Education: Bachelor's degree.
• 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.
• Technical Skills Or Knowledge:
  • Proficiency in Google Suite, Microsoft Suite, and Adobe Acrobat.
• Preferred Competencies:
  • 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.

Working Conditions

• 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.

Application Documents

• Resume (required)
• Cover Letter (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled 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 – $80,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

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, 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. For additional information please see the University’s Notice of Nondiscrimination.

Job seekers in need of a reasonable accommodation to complete the application process should call 773‑702‑5800 or submit a request via Applicant Inquiry Form.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case‑by‑case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

Seniority level

Mid‑Senior level

Employment type

Other

Job function

Administrative

Industries

Higher Education