Executive and Administrative Assistant
University of Chicago
The University of Chicago Law School occupies a unique niche among this country's premier law schools. Located on a residential campus in one of America's great cities, UChicago Law offers a rigorous and interdisciplinary professional education that blends the study of law with the humanities, the social sciences, and the natural sciences. Students, faculty, and staff form a small, tightly knit community devoted to the life of the mind.
About the Department
The Law School seeks an experienced Executive and Administrative Assistant to support the Dean. The Executive and Administrative Assistant is expected to independently and confidentially manage multiple administrative tasks and projects with competing priorities and deadlines. The Executive and Administrative Assistant provides advanced critical support to the functioning and operations of the Law School.
A strong candidate will be driven to perform all duties of the office with excellence and an absolute attention to detail. The position requires someone inherently organized that creates order for others with ease. Strong emotional intelligence and initiative is needed to proactively intuit needs and anticipate every eventuality. The primary focus of this position is to ensure that every need of the Dean is attended to and their schedule, meetings, travel and all events occur seamlessly. This position requires a high degree of diplomacy to maintain positive relationships with the senior leaders, faculty, staff, students, and external parties who interact with the Dean’s office. A strong candidate will be proactive, flexible, resourceful and thorough.
Collaborates with Dean’s Office team on a wide range of shifting priorities, projects, and tasks in support of the Dean. Coordinates special projects on a regular basis or as assigned.
Effectively and professionally communicates with a broad range of individuals internal as well as external to the University. Facilitates communications with and disseminates information to faculty, students, and staff within the Law School.
Ensures accuracy in the preparation or review of written materials, including Power Point presentations, proposals, charts, and other correspondence and special projects. Initiates correspondence and other written materials under own signature or for signature of the Dean.
Updates and maintains Dean’s CV, publication/bio sketch, and other information, as requested.
Triages emails and calls to the appropriate contact person, including follow ups as needed to ensure complete and timely responses.
Exercises a tailored approach and sound judgment to interpret and communicate office policies and procedures, including unique situations.
Regularly monitors and standardizes procedures to improve the efficiency of the Dean's office. Supports the development and improvement of Dean’s Office policies and procedures.
Leverages excellent customer service and problem solving skills to rResolves routine and complex inquiries. Receives and investigates issues or questions needing a response from the Dean.
Works closely with the Associate Dean for Administration on administrative and operational department tasks, including administrative items related to faculty recruitment.
Coordinates information flow between Dean’s Office and University departments and units. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary.
Exercises independent judgment, operates at all times with a high level of discretion, and maintains confidentiality across a wide range of issues and items.
May assist with management of a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
Provides high-level administrative support for a Dean or Officer of the University. Proactively relieves the Dean or Officer of as much administrative detail as possible by efficiently and independently performing all duties. Manages the daily operations of the office, maintain files and processes mail for their executive. Drafts, edits, and prepares presentations and communications ensuring their executive is prepared with meetings materials and presentations, pertinent information and/or statistics.
Maintains the Dean or Officer’s complex and extremely active calendar and logistical needs, exercising considerable discretion and judgment as to priorities and effective use of the executive’s time. Confirms all meetings, necessary materials, and meeting locations in advance. Reviews upcoming meetings and events weekly with their executive. Arranges complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Performs other related work as needed.
Education:Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
Bachelor's degree strongly preferred.
Proven experience directly serving the administrative needs of an executive or senior leader.
Professional experience proofreading and editing executive communications.
Must be result-oriented, have a high standard of excellence, exceptional planning, execution, strong analytical and judgment skills, and an outstanding commitment and proven ability to advancing an organization's priorities.
Must be a resourceful, proactive, service-minded multitasker and problem-solver.
Experience working in an academic unit and/or complex research university environment.
Experience working in a fast-paced, dynamic environment.
Familiarity with University of Chicago or higher education institutions.
High level of collegiality in working with faculty, departmental and university administrators.
Demonstrated excellent written and oral communication skills.
Demonstrated time-management, proactive approach to problem-solving, organization and coordination skills to handle multiple, concurrent tasks with deadlines.
Excellent interpersonal skills including outstanding judgment, discretion, a strong ethical approach to decision-making and a demonstrated ability to resolve conflicts fairly and diplomatically, and ability to maintain confidentiality.
Ability to work independently, take direction, and achieve consensus.
Ability to handle public contacts with courtesy, clarity, and diplomacy.
Ability to maintain calm and courteous demeanor and to work productively and efficiently despite heavy workload, competing priorities, constant interruptions, complex problems, and tight deadlines.
Occasional extended work hours, evening work, work on short notice, and some weekend days.
Cover letter (required)
Writing sample (required)
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Administration & Management
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.
Staff 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.
We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.
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.
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