Operations Coordinator/Executive Assistant

University of Chicago • Chicago, IL

431d • $62,899 - $81,411

About The Position

The Operations Coordinator and Executive Assistant (OC/EA) plays a crucial role in providing high-level administrative support to the Executive Director and Faculty Directors at the University of Chicago Forum for Free Inquiry and Expression. This position is essential for ensuring the smooth execution of daily operations and strategic initiatives, requiring a detail-oriented and proactive professional adept at managing complex schedules, handling confidential information, and coordinating meetings and events. The OC/EA also supports budget management and serves as the team's Oracle expert, fostering collaboration with internal stakeholders and external partners.

Requirements

• Minimum vocational training, apprenticeships, or equivalent experience in a related field.
• 5-7 years of work experience in a related job discipline.

Nice To Haves

• College Degree strongly preferred.
• Office management experience strongly preferred.
• Executive support experience strongly preferred.

Responsibilities

• Provide executive support to the Faculty and Executive Directors, including calendar management, travel arrangements, expense reports, and general administrative tasks.
• Process invoices, payments, and support budget management, including reconciliation.
• Serve as the team's Oracle expert and oversee financial system processes.
• Coordinate and supervise student interns and RAs.
• Manage and prioritize scheduling, resolving conflicts and organizing meeting and event logistics (location, audio/video, meals, etc.).
• Prepare and refine meeting materials, including drafting, editing, and tracking documents.
• Manage reception and daily meetings/events, ensuring activities run smoothly and adapting to last-minute changes as needed.
• Coordinate briefings and prepare meeting materials for internal and external events, ensuring thorough preparation for executives.
• Assist in daily operations management, goal setting, and policy development, exercising discretion and prioritization of tasks.
• Prepare documents and items for signature as needed.
• Initiate and manage correspondence, triage emails and calls, resolve inquiries, and liaise with the Board of Directors.
• Anticipate office needs and take proactive initiative to meet them.
• Provide administrative coverage for other staff and support special projects as needed.
• Prepare special reports and summaries, assist in managing daily operation of the office, and may assist in developing administrative goals and policies.
• Maintain the leader's calendar and provide administrative support for a leader.
• Stay informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary.
• Coordinate information flow from leader's office.
• Perform other related work as needed.

Benefits

• Health insurance coverage
• Retirement savings plan
• Paid time off
• Professional development opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Industry: Educational Services
• Education Level: Bachelor's degree