Executive Administrative Assistant

University of Chicago•Chicago, IL

22d•Hybrid

About The Position

The Executive Administrative Assistant provides high-level administrative support to the Director of the Center for Translational Data Science. This role involves managing daily calendars, organizing projects, and drafting correspondence while ensuring the smooth operation of the Center’s office environment. Key responsibilities include prioritizing and managing competing requests, proactively securing resources, resolving issues using independent judgment, and acting as a liaison with various university entities, Center leadership, and external collaborators and sponsors. The ideal candidate is a proactive, detail-oriented self-starter with excellent organizational skills, capable of handling multiple projects from concept to completion while maintaining confidentiality and discretion in a fast-paced environment.

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 7+ years of work experience in a related job discipline.
Ability to handle highly sensitive materials and situations with discretion.
Excellent oral and written communication skills, with the ability to interact comfortably with senior leadership, faculty, staff, and diverse collaborators.
Proven ability to develop collaborative relationships throughout a university community.
Strong organizational skills with experience managing multiple projects and deadlines effectively.
Competent in managing and organizing ad hoc projects to support workflows and processes.
Driven and results-oriented, demonstrating reliability in all tasks.
Excellent customer service and interpersonal skills, with experience working both independently and as part of a team.
Ability to use appropriate resources to resolve issues and triage challenges as they arise.

Nice To Haves

Expertise in scheduling and preparing leaders for meetings, events, interviews, and ongoing commitments to supporting a hybrid workforce.
Proficient in creating, editing, and distributing executive communications, including presentation decks for leadership.
Strong experience in reconciling budgets and tracking expenses, with timely updates and collaboration on office financial management.
Familiarity with project management methodologies to enhance workflow and efficiency.
Advanced proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word) and Google Suite (Docs, Sheets, etc.).
Collaborative, solutions-oriented approach to addressing organizational challenges and optimizing processes.
Experience working with senior leadership in academic and healthcare settings, demonstrating a flexible approach to changing priorities.

Responsibilities

Provides comprehensive advanced administrative support to the Center's faculty director and senior leadership for a diverse set of activities.
Implements, oversees, and acts as gatekeeper for all aspects of scheduling for the Center’s faculty director.
Represents the Director, Center, and University well in all internal and external verbal, written, and in-person correspondence.
Builds relationships with a diverse set of vested parties and collaborators.
Responds to inquiries and triages various avenues of correspondence, resolving routine and complex issues as needed.
Researches, compiles, and analyzes data to prepare or create letters, reports, and other documents.
Assists with the composition, editing, and proofing of scientific and/or technical documents including grants and manuscripts.
Organizes and executes select Center projects, research programs, events, and data science initiatives.
Works across technical and scientific teams to act as a liaison between the programmatic team and program participants.
Manages expense reports and assists with budget monitoring and reconciliation.
Oversees and maintains physical office space across multiple locations, including ordering equipment and supplies and coordinating with building or university facilities on repairs and upgrades.
Serves on-site staff and manages on-site administrative functions and daily operations as need.
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.
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.