Executive Assistant (Temporary Role)

Art Institute of Chicago • Chicago, IL

2d • $65,520 - $81,900

About The Position

The Art Institute of Chicago shares its singular collections with our city and
the world. We collect, care for, and interpret works of art across time,
cultures, geographies, and identities. We are a place of gathering and learning,
committed to fostering an inclusive understanding of human creativity.

Position Summary

The scope of this role is supporting the Executive Vice President of finance and
administration and CHRO Human Resources functions. This position handles
communication and processes with the highest level of professionalism and
confidentiality, requiring a high level of discretion and adaptability. This is
a three-month temporary role.

Requirements

• Bachelor’s degree preferred. (An equivalent amount of training, education and experience will be considered)
• Minimum of ten years’ experience supporting senior executives
• Previous experience managing board committees and interacting with executive leadership
• Working knowledge of computer programs: MS Office, Google Suite and Zoom
• Ability to set priorities, exercise sound judgment and take initiative.
• Ability to use good judgement and discretion in handling confidential matters
• Ability to handle multiple projects simultaneously
• Strong customer service orientation and skills, with the ability to interact and collaborate with multiple constituencies.
• High level of attention to detail, professionalism and discretion
• Excellent written and verbal communication skills.

Responsibilities

• Ensuring timely preparation and submission of materials to the Board of Trustees, including agenda items, memos, and supporting documents.
• Organizes and prepares all meeting and event needs, including but not limited to committee meetings, office events, room reservations, setting up virtual meeting spaces, assisting with location move, compiling and disseminating all necessary documentation and information, attending meetings when appropriate and preparing meeting minutes and summaries.
• Reviewing and formatting high-level correspondence, memos, and executive documents.
• Managing the calendars for the EVP, CHRO and Deputy CHRO, scheduling meetings, and helping with meeting preparation as needed.
• Coordinating travel, processing expense reports, and managing reimbursements.
• Overseeing administrative workflows, internal operations, records management, and office communication.
• Tracking and supporting key project timelines, deliverables, and action items across multiple workstreams.
• Serving as an administrative liaison between the EVP and other university departments, external stakeholders, and partners.
• Maintaining confidential records and politically sensitive materials with discretion.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 501-1,000 employees