Senior Administrative Assistant supporting the Strategic Communications & External Affairs Department - Hybrid Chicago Loop Office

NORC at the University of Chicago • Chicago, IL

9d • Hybrid

About The Position

Join NORC at the University of Chicago as a Senior Administrative Assistant in our Strategic Communications & External Affairs department. Provide a broad range of administrative support to the senior-level leaders as they collaborate with NORC’s senior leadership and colleagues throughout the organization to create and execute outstanding external and internal strategic communications initiatives to drive NORC’s mission, disseminate our work, and support and engage our staff. Take ownership of the administrative challenges associated with supporting a leadership team in a rapidly evolving and fast-paced research landscape. Leverage your experience in handling a wide range of administrative and executive support-related tasks, while demonstrating the ability to follow through in a timely manner, close the loop with stakeholders, and apply attention to detail even under tight deadlines. This is an opportunity to showcase your resourcefulness and efficiency, while exhibiting a high degree of professionalism. Quickly adjust based on changing priorities when necessary and proactively address administrative issues and needs. The ideal candidate will be a customer-service focused, experienced administrative professional who thrives in an environment where team members are asked to bring their authentic selves to each task in order to deliver consistently high-quality work. Join a cohesive and motivated team that likes to have fun, and support one another’s long-term career development, while advancing NORC’s mission and research.

Requirements

• High school diploma or equivalent required, plus a minimum of 3 years supporting senior or executive-level management.
• Strong organizational skills, with proven experience prioritizing work and coordinating multiple projects at one time; willingness and ability to be flexible.
• Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook; proficiency or familiarity with Wrike and SharePoint Online is a plus.
• Polished demeanor and comfort working with staff at all levels in the organization.
• Strong skills in creating and maintaining document management systems including using SharePoint.
• Excellent communication skills, including stellar interpersonal skills and basic writing skills.
• A strong focus on detail, accuracy, and work quality with the ability to take full ownership of assigned tasks.
• Well-developed problem-solving and decision-making skills.
• Discretion in handling sensitive and/or confidential material.
• Interest and ability to work on a team in a highly collaborative environment, while also being comfortable working independently with little direct supervision.
• Qualified applicants must be eligible to work in the U.S. We regret that we are unable to offer visa sponsorship for this position.

Nice To Haves

• Proficiency or familiarity with Wrike and SharePoint Online is a plus.

Responsibilities

• Coordinate complex scheduling, travel arrangements, and expense reporting.
• Coordinate and traffic contracts, invoices, purchase request, and other crucial internal process to ensure timely and accurate execution, payment, and purchasing.
• Plan, coordinate, and prepare for department meetings, business meetings, events, luncheons, and dinners involving both internal staff and external vendors/partners including scheduling, material preparation, and logistics/technology needs (video conferencing, presentations, Zoom, etc.)
• Develop and design improved administrative procedures to promote the timely processing and submission of administrative deliverables and increase the efficiency within the department.
• Prepare and/or integrate information needed to compose both routine and non-routine correspondence, reports, documents, and presentations.
• Build strong relationships throughout the company to support and facilitate the collaborative team environment.
• Assist communications assistant with conference logistical tasks such as packing and receiving NORC’s exhibit booth, developing and maintaining an inventory tracking system.
• Review documents to ensure accuracy and quality, and revise as needed.
• Attend meetings, capture notes, and outline follow-up items.
• Register and greet visiting vendors and external guests.
• Independently perform varied administrative duties.

Benefits

• Generously subsidized health insurance, effective on the first day of employment
• Dental and vision insurance
• A defined contribution retirement program, along with a separate voluntary 403(b) retirement program
• Group life insurance, long-term and short-term disability insurance
• Generous paid time off, holidays; paid parental leave, bereavement leave, tuition assistance, and an Employee Assistance Program (EAP).

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED