Executive Assistant, University Communications

University of Chicago•Chicago, IL

5d•Hybrid

About The Position

The Executive Assistant provides administrative support for four executives, the Chief Communications Officer and three other senior communications leaders, and assists in general office operations and departmental activities. This position is ideal for an individual who has experience interacting with various levels of senior leadership internally and externally and multi-tasking, who can anticipate needs and proactively address them, and who demonstrates exceptional communication, planning, problem-solving, and organizational skills as well as attention to detail. The EA manages calendars, exercising considerable discretion and judgment as to priorities when scheduling for three high-level and busy schedules. The EA oversees scheduling and coordination of meetings, conferences, and special events and coordinates travel arrangements as needed. The EA also supports other senior staff in the office with key tasks as needs arise, assists with some of the department’s day-to-day communications work and special projects, sometimes coordinating with other university offices. In addition, the EA performs general office duties, including greeting guests, answering the office’s main phone line, completing expense reports, ordering supplies, and supporting other assignments as necessary.

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.
Excellent oral and written communication skills.
Excellent interpersonal and customer service skills.
Ability to take initiative and adapt and respond in a fast-paced and time-sensitive environment.
Ability to handle public contacts with courtesy, clarity, and diplomacy.
Ability to handle sensitive and confidential situations and information with absolute discretion and tact.
Ability to maintain calm and courteous demeanor and to work productively despite multiple competing priorities, complex problems, and tight deadlines.
Ability to look around corners and anticipate needs or areas for improvement.
Ability to identify opportunities for and learn to use technology to help create efficiency and productivity.
Ability to interact effectively with other University staff (including executive assistants in other offices), University officers, trustees, and affiliated vendors.
Excellent problem-solving skills; ability to use appropriate resources to resolve an issue.
Impeccable attention to detail.
Empathic and emotionally intelligent, tuned in to others.
Considerable skill in working both independently and as a team member.
Ability to take initiative and organize and complete projects with minimal supervision.
Highly motivated, organized individual who is able to work effectively.
Proficiency with word processing and presentation applications and spreadsheets and databases.

Nice To Haves

Bachelor’s degree.
8 years of senior administrative support.
Familiarity with central administration within a complex academic environment.
Considerable experience with Microsoft Outlook and Word required; experience with Zoom, Microsoft PowerPoint, Excel and Adobe Acrobat.

Responsibilities

Manage calendars for four executives, which involves exercising considerable discretion and judgment as to priorities and effective use of their time.
Serve as the overall office administrative support.
Assist in keeping Chief Communications Officer on schedule and prepared for meetings and events throughout the day.
Manage all forms of communication in representing the executives and department to other University offices and outside agencies and preparing confidential correspondence.
Ensure all inquiries are routed appropriately and in a timely manner.
Organize, execute, and assist with team activities (staff meetings, off-sites, and team social events).
Support the department’s occasional large events, including reserving space, coordinating with vendors and guests, managing invites and registration, and supporting A/V needs.
Manage team space, including ensuring supplies are ordered and stocked and that the space is kept organized and tidy.
Assist with travel requests when needed.
Manage invoicing and accounts payable process through Oracle, including resolving billing issues with vendor and escalating issues as needed.
Manage a variety of special projects and events as assigned.
Assist with the office’s communications work and special projects as needed.
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.
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.
Coordinates special projects as directed by the leader.
Prepares write ups for recommendations for operational and administrative problems.
May manage a portion of the leader's budget, monitoring and reconciling accounts.
Prepares financial and/or administrative reports.
Performs other related work as needed.