Executive Assistant / Chair’s Assistant

University of Chicago•Hyde Park, IL

4d•Onsite

About The Position

This position 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. The Executive Assistant will independently manage multiple administrative and management tasks, while providing high-level support to the Chair and Executive Administrator of the Ben May Department for Cancer Research. This position supports leaders by prioritizing competing requests, proactively securing resources, and using independent judgment to escalate matters appropriately and to ensure smooth and effective operations. As an Executive Assistant, you will provide a wide variety of exceptional strategic support and project assistance, including scheduling and coordinating high-priority meetings, organizing meetings and workshops, running special events, and maintaining calendars, while upholding confidentiality and exercising discretion in handling sensitive matters. This is a fast-paced role and demands a high level of discretion, confidentiality, attention to detail, and flexibility. To be successful in this role, you will be a creative and positive self-starter with the right set of skills to take on a range of projects and work from concept to completion.

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.

Nice To Haves

Proficiency with word processing applications and spreadsheets and databases preferred.
Familiarity with central administration within a complex research university environment.
Excellent verbal and written communication skills.
Excellent interpersonal and customer service skills.
Handle public contacts with courtesy, clarity, and diplomacy.
Handle sensitive and confidential situations and information with absolute discretion.
Maintain calm and courteous demeanor and work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
Excellent problem-solving skills.
Use appropriate resources to resolve an issue.
Follow an issue through to resolution.
Considerable skill in working both independently and as a team member.
Take initiative and organize and complete projects with minimal supervision.

Responsibilities

Manages telephone and email communications for respective leaders and responds or coordinates responses with relevant team members and follows up to ensure complete and timely responses.
Collaborates on new and ongoing projects.
Tracks and helps drive completion of key deliverables and follows up on outstanding items.
Tasks include proofreading, fact checking, and editing papers and reports under the supervision of the Chair, Faculty, and Executive Administrator.
Coordinates events for the Ben May Department of Cancer Research, including logistics, assistance with planning and preparing presentations, event outreach, and post-event write-ups.
Prepares and coordinates letters of recommendation, faculty reports, conflict of interest statements, and other institutional documents for leaders’ submission.
Manages faculty member’s individual finances including soliciting and processing travel arrangements and reimbursements, honoraria, and other internal and external receivables, to ensure timely dispersal of obligated payments.
Orders supplies and equipment.
Stays informed of activities relating to University programs and initiatives, apprising the leaders of issues when deemed necessary.
Serves as an information gateway for general inquiries, including assistance with answering the main administrative phone line and general email.
Assists in managing daily operation of the office and may assist in developing administrative goals and policies.
Maintains the leaders’ calendar, exercising discretion and judgment as to priorities and effective use of the leader’s time.
Coordinates special projects as directed by leader.
May manage a portion of the leader’s budget, monitoring and reconciling accounts.
May prepare financial and/or administrative reports.
Assists in the planning and execution of faculty recruitment and promotions.
Assists in office operations and department activities including social events.
Processes reimbursements for students.
Procures office supplies for the office, and labs as needed, and initiate payments to vendors.
Updates Ben May Department of Cancer Research Website.
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.