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Executive Assistant

University of Chicago

University of Chicago

This job is no longer accepting applications

See open jobs at University of Chicago.
Administration
Chicago, IL, USA
Posted on Friday, September 22, 2023

Department

BSD ADM - Administration


About the Department

Advance your career by joining our team! We support University of Chicago researchers and physicians at the forefront of science and modern medicine.

The Biological Sciences Division (BSD) is the largest academic unit of the University of Chicago. Established in 1930, the BSD is comprised of faculty, staff, and administrative leaders across clinical and basic science units. In this unique academic community, the BSD delivers undergraduate, graduate, medical, and postgraduate education in the biological sciences as well as providing outstanding patient care and world-renowned research in the life sciences. Our team includes 135 faculty within the 10 basic science departments, over 800 faculty across 13 clinical departments, and 2400 staff members supporting faculty and researchers across the BSD departments and Pritzker School of Medicine (PSOM). Our faculty researchers and faculty physicians work in collaboration with the University of Chicago Medical Center (UCMC) to provide world renown patient care and to address the world’s most pressing medical challenges.

The Biological Sciences Division is located on the beautiful Hyde Park campus of the University of Chicago, 20 minutes south of downtown Chicago.


Job Summary

The Executive Assistant provides high level administrative support to designated senior executives and academic leaders. Responsibilities include assisting with organization and correspondence, daily calendar management, and project oversight for strategic initiatives. The Executive Assistant manages the day-to-day operations for the administrative office and provides administrative and analytical support for strategic planning events and activities. This position acts as a liaison for the leaders across various BSD, health system, community, and University offices. This position requires the highest level of discretion and confidentiality.

Responsibilities

  • Provides administrative assistance to BSD executives including creating project plans, scheduling meetings, coordinating resources with other BSD units, and assisting with the creation and updating of project tracking and reporting.

  • Responsible for planning standing and ad hoc leadership meetings with BSD, Medical center, community leaders and University executives.

  • Provide and manage administrative, expense and logistic support for the office suite, including but not limited to calendar management, room reservations, expense management, mail, travel logistics, and recruitment efforts, all with a sense of urgency and utmost confidentiality.

  • Prep, set up, execute, and follow up on meetings, interviews, functions, and projects ensuring oversight is well-coordinated, timely, and effective.

  • Organize and manage meetings, off-sites and team-based events for training, development, recognition, and other organizational initiatives.

  • Support annual planning processes, business planning, and performance review cycles.

  • Track and help drive completion of key deliverables and follow up on outstanding items.

  • Coordinate with staff on projects to help with goals and deliverables.

  • Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring, and reconciling accounts. Prepares financial and/or administrative reports.

  • Initiate 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 a liaison to Board of Directors.

  • Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.

  • Performs other related work as needed.


Minimum Qualifications

Education:

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

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Work Experience:

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

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Certifications:

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Preferred Qualifications

Experience:

  • At least seven years prior experience in a senior level administrative support position for multiple (2-3) executive level leaders.

  • Demonstrated ability to independently undertake and complete complex and detailed administrative projects.

  • Prior experience as an executive assistant in an academic environment or healthcare executive setting.

  • Experience scheduling for multiple leaders, preparing leaders for meetings, events, interviews, and ongoing commitments to support a hybrid workforce.

  • Experience preparing presentations decks for executive leadership.

  • Experience creating, editing, proofing, and sending executive communication on behalf of supported offices.

  • Experience reconciling budgets, tracking expenses, and providing timely updates on office expense management including monthly and quarterly tracking reports.

  • Experience with Project Management methodologies.

  • Advanced experience in Microsoft Outlook, Excel, PowerPoint, and Word.

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 community.

  • Ability to effectively represent the mission, values and strategic plan of the organization and leaders through work products, efforts, and communication.

  • Ability to manage and organize ad hoc projects to support processes and workflows for the HR and OAA teams.

  • Ability to be reliable, driven and results oriented.

  • Strong organizational, communication and interpersonal skills.

  • Experience handling multiple projects and working well under deadlines.

Application Documents

  • Resume (required)

  • Cover Letter (preferred)


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


FLSA Status

Exempt


Pay Frequency

Monthly


Scheduled Weekly Hours

40


Benefits Eligible

Yes


Drug Test Required

No


Health Screen Required

No


Motor Vehicle Record Inquiry Required

No


Posting Statement

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.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

This job is no longer accepting applications

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