Executive Assistant

University of Chicago•Chicago, IL

1d•$60,000 - $90,000•Hybrid

About The Position

The Executive Assistant provides confidential, high‑level administrative support to the Chair in the Department of Microbiology. This position serves as a primary point of contact and liaison for internal and external stakeholders; manages complex calendars and communications; and coordinates a wide range of academic, operational, and event‑related activities. The role requires strong judgment, discretion, and independent decision‑making in resolving routine and complex inquiries; supporting faculty, trainees, and staff; and ensuring the efficient functioning of the Chair’s office and broader departmental operations. The Executive Assistant may coordinate faculty recruitment and promotion processes, departmental events, retreats, seminars, and visits from external collaborators, and will often lead or support special projects on behalf of department leadership.

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 in Microsoft Office Word, Excel, PowerPoint.
Proficient utilizing Zoom, Microsoft Teams, or other digital platform for meetings and events.
Strong computer skills including calendaring, document management, such as Dropbox, Box, Google Suite (Drive, Sheets, Docs, and Forms), etc.
Excellent verbal and written communication skills; ability to draft, proofread, and edit professional correspondence and documents.
Outstanding interpersonal and customer service skills; ability to interact effectively with faculty, staff, students, postdocs, and external stakeholders from diverse backgrounds.
Ability to handle public and internal contacts with courtesy, clarity, diplomacy, and sound judgment.
Proven ability to handle sensitive and confidential situations and information with absolute discretion.
Ability to maintain a calm, courteous demeanor and work productively in the face of heavy workload, competing priorities, complex problems, and tight deadlines.
Strong problem‑solving skills; ability to use appropriate resources and follow issues through to resolution.
Considerable skill in working both independently and collaboratively as part of a team.
Demonstrated ability to take initiative, organize and prioritize work, and complete projects with minimal supervision.
High level of proficiency with word processing, spreadsheet, presentation, and database applications (e.g., Microsoft Office 365 including Outlook, Word, Excel, PowerPoint; web content management systems).
Comfort using and learning University enterprise systems (HR, finance, procurement, scheduling, and research‑support platforms).
Strong attention to detail and accuracy in scheduling, documentation, and financial processes.

Nice To Haves

A bachelor’s degree in business, communications, public administration, health administration, or a related field.
7+ years of progressively responsible administrative experience in a related job discipline, ideally supporting senior leadership in an academic, research, healthcare, or similarly complex environment.
Experience in a large research university, academic medical center, or scientific research department (e.g., microbiology, immunology, infectious diseases, molecular biology).
Demonstrated experience with calendar management, event planning, travel coordination, financial processing, and confidential executive support.
Familiarity with central administration processes within a complex research university or academic medical center, particularly within the Biological Sciences Division (BSD).

Responsibilities

Serve as a first‑line resource and primary point of contact for the Chair’s office; welcome and support visitors; triage emails and telephone calls to ensure timely and appropriate follow‑up.
Coordinate information flows from the Chair’s office to faculty, staff, trainees, and central administration; ensure timely communication of key decisions and departmental updates.
Maintain discretion and confidentiality with respect to sensitive personnel, academic, research, and financial matters.
Maintain electronic and paper filing systems, contact lists, and records to support efficient operations of the Chair’s office.
Plan and coordinate domestic and international travel for the Chair, ensure alignment with University travel policies and budget guidelines, and submit reimbursements and reconcile expenses.
Prepare special reports, summaries, and presentations for the Chair and department leadership using data from internal systems and external sources.
Assist in planning and execution of faculty recruitment, appointment, promotion, and review processes in collaboration with the department administrator and BSD/University offices.
Coordinate candidate visits (faculty, postdocs, staff), including travel, lodging, itineraries, interview schedules, and on‑campus logistics.
Collaborate with OFPRO, Academic Affairs and HR to support faculty, postdoctoral and research staff recruitment and onboarding process.
Coordinate visits of invited speakers, external collaborators, and special guests; serve as initial contact and manage logistics including travel, lodging, itineraries, and meeting schedules.
Provide comprehensive event planning support and ensure smooth execution, process related reimbursements, honoraria, and vendor payments.
Support internal communication channels (email lists, newsletters, announcements) to promote departmental events, deadlines, and opportunities for faculty, trainees, and staff.
Collaborate with BSD Communications and central offices on announcements, news items, and web content related to departmental achievements, grants, publications, and awards.
Coordinate or support special projects and initiatives assigned by the Chair or administrator, such as strategic planning activities, program evaluations, or cross‑department collaborations; identify opportunities to streamline workflows and enhance efficiency and process improvement.
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.
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.