Administrative Assistant

University of Chicago•Chicago, IL

1d•Onsite

About The Position

The Administrative Assistant is responsible for managing the schedules and communications for the Executive Director and Artistic Director, including preparing materials, coordinating travel, and carrying out components of the onboarding of relevant staff. This role also serves as a liaison to our Board of Trustees by assisting with scheduling, managing communications, and supporting board meetings. In addition, they support day-to-day operations of the Court Theatre administrative offices and operations in ongoing artistic development processes.

Requirements

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Nice To Haves

Background in a university or professional theatre setting strongly preferred.
Microsoft Outlook, Microsoft Office Suite, Google Suite, Adobe, Zoom
Detail-oriented.
Multitask and juggle many projects at once.
Strong analytical, interpersonal, verbal and written communication skills.
Self-motivated, demonstrating superior organizational ability and diplomatic, customer-service demeanor.
Foster partnership and collaboration.

Responsibilities

Supports Court’s Executive and Artistic Directors with extensive calendar management, communication with stakeholders, preparations for meetings, and research projects.
Communicates with members of the Board of Trustees, Court Theatre donors, UChicago leaders, civic leaders, and artists on the behalf of the Executive and Artistic Directors.
Responsible for sending and maintaining calendar invitations for meetings of the full Board of Trustees and their committees.
Manages the Directors’ expense reports.
Coordinates Directors’ travel.
Assists Managing Director with artist contracting and managing the fulfillment of contracts and licensing agreements.
Provides office management assistance, including purchasing supplies and overseeing office equipment.
Supports Managing Director by coordinating staff movement amongst administrative offices and maintaining storage spaces.
Serves as an information gateway for general inquiries, including answering the main administrative phone line and general email during business hours.
Coordinates basic IT support, includes running diagnostics, ordering and setting up new computers, and liaising with University IT Services.
Assists senior management staff with special projects as directed by the Executive and Artistic Directors.
Provides support for various events such as, but not limited to, new play readings, board meetings, community events, social events for staff, and more.
Prepares special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
Coordinates special projects as directed by the leader.
Prepares write ups for recommendations for operational and administrative problems.
Prepares financial and/or administrative reports.
Performs other related work as needed.