Executive Assistant and Center Administrator

University of Chicago•Chicago, IL

1d•$68,000 - $88,000•Onsite

About The Position

The Center for the Economics of Human Development (CEHD) brings together top-tier researchers to conduct and disseminate rigorous interdisciplinary research that identifies and explores the conditions under which people develop the skills necessary to thrive in society and achieve their fullest potential. CEHD’s research is guided by Nobel laureate James J. Heckman and includes a comprehensive array of interrelated projects and initiatives which promote a thorough empirical understanding of human flourishing. Unifying this research is an evolving idea that capacities and skills acquired over the lifecycle, starting at conception, transform many aspects of the life course at all stages, ranging from employment and earning prospects to overall health. The job provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services. Reporting to the Executive Director, the Executive Assistant provides comprehensive executive-level administrative and operational support for the Center's leadership, spanning communications, scheduling, events, travel, and special projects. The role serves as a key point of contact for internal and external stakeholders, upholding confidentiality and exercising discretion in handling sensitive matters. This position is in person. The role emphasizes coordination, judgment, organization, and process improvement. The position works within a collaborative administrative model alongside other members of the Center's operations team to ensure seamless support for leadership, faculty, visitors, and strategic initiatives, under the direction of the Executive Director.

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.
Proficiency with word processing and spreadsheet applications required (e.g., Microsoft Office Suite).

Nice To Haves

University or college degree.
Supporting executive leadership or senior academic administrators.
Coordinating multiple complex projects simultaneously.
Working within higher education or research organizations.
Planning conferences, meetings, and executive events.
Coordinating domestic and international travel.
Engaging professionally with external partners, donors, or institutional affiliates.
Developing administrative systems and workflows.
Experience with other software applications (e.g., Google Suite, Outlook, Adobe Acrobat, Zoom, AI productivity tools) strongly preferred.
Comfortable receiving and acting on communications across multiple channels, including email, handwritten notes, voice memos, and asynchronous video notes.
Exceptional organizational and project management skills.
Excellent judgment in prioritizing competing demands.
Strong written and verbal communication skills.
Ability to coordinate work across multiple stakeholders.
Ability to exercise discretion with confidential information and maintain strict professional discretion regarding internal office matters, communications, and organizational dynamics.
Strong follow-through and attention to detail.
Demonstrated initiative in improving administrative systems and workflows.
Ability to manage multiple priorities while maintaining a high standard of service.
Ability to operate clearly within a defined reporting structure and take direction effectively from direct supervisor.
Demonstrated resilience and professionalism when receiving critical or direct feedback in a fast-paced environment.
Ability to work collaboratively within a team-based administrative structure.
Ability to remain accessible and responsive outside of standard business hours, including evenings and weekends, as leadership needs require.

Responsibilities

Serves as the primary point of contact for the Faculty Director's office, managing written and verbal communications with professionalism and confidentiality. Triages emails from one or more email inboxes, telephone calls, and media and speaking requests, including domestic and international inquiries submitted via email or web form. Resolves routine and complex inquiries. Stays informed of relevant University programs and initiatives, apprising the Executive Director of matters requiring attention.
Provides oversight of the Faculty Director's calendar and scheduling, including triaging and confirming internal and external engagements, developing agendas, communicating meeting expectations, and following up with participants on resulting deliverables. Tracks internal, external, and publication-related deadlines. Assists in managing daily office operations which support the Faculty Director, exercising considerable discretion and judgment as to priorities and effective use of the Director's time, under the direction of the Executive Director.
Manages travel arrangements and fiscal administration for the Faculty Director, including domestic and international itineraries, visa coordination, and reimbursement processing for travel, honoraria, and other receivables in accordance with University and sponsor policies. Assist with travel requests and prepare travel itineraries and briefing materials for leaders as needed. Manages general office administration functions, including supply ordering, vendor coordination, document filing systems, expense reports, reimbursements, and invoices. Handles sensitive financial information with discretion.
Guides high-priority and ad hoc projects from the Faculty Director and Executive Director through completion, including immediate action items and recurring projects such as graduate student recommendation letters and annual teaching support. Serves as a point of contact for ad hoc projects; tracks deliverables, timelines, and action items; flags issues; and keeps stakeholders aligned and informed of progress. In coordination with the Executive Director, supports stewardship of CEHD's network of affiliates, alumni, and prospective funders, identifying opportunities to advance relationships and promote the Center's work.
Plans and executes workshops, speaker series, and other events at the direction of the Executive Director. Manages the full logistical lifecycle, including securing speakers, arranging travel and accommodations, booking space and catering, coordinating on-site delivery, preparing and reconciling budgets, and completing post-event reporting. Hosts academic visitors, including faculty and graduate students, for short-term collaborative stays by coordinating University appointments, visit logistics, and engagement with the local research community. Serves as a welcoming and professional first point of contact for office visitors, guests, and incoming inquiries, routing requests to appropriate staff in a timely manner.
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.