Special Assistant for Strategy and Advancement

University of Chicago•Chicago, IL

5d•Hybrid

About The Position

The Institute of Politics (IOP) at the University of Chicago seeks a highly organized, collaborative, and mission-driven professional to support the IOP’s front office by providing critical high-level support to the Director and Executive Director in the areas of executive support, fundraising and donor relations, and stakeholder engagement work. This role plays a critical part in advancing the IOP’s philanthropic and strategic goals, strengthening the IOP’s alumni network, and ensuring sound operations that enable the Institute’s programming and strategic priorities in a cross-functional way. This role reports to the Executive Director but will receive assignments and provide direct support to both the Director and Executive Director. Travel with the Director, domestically and internationally, may be required. You'll work directly with the IOP's Director and Executive Director, managing their strategic outreach, tracking donor and alumni relationships, and keeping the front office running at a high level. This means helping draft external communications; maintaining the systems and records that keep fundraising efforts organized and moving; and serving as a connective point across teams, stakeholders, and priorities.

Requirements

Minimum requirements include a college or university degree in related field.
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
Excellent command of Microsoft Outlook, to manage a significant volume of emails and scheduling needs in a timely manner.
Familiarity with or ability to quickly master donor databases/CRMs and financial, project management software, and G suite tools.
Interact with external and internal partners with the utmost level of discretion and professionalism.
Superb relationship-management skills to build professional relationships at a senior level with key stakeholders, donors and partners.
Excellent written and verbal communication skills.
Highly organized, exceptional attention to detail, meet deadlines, and anticipate needs.
Manage a highly demanding travel schedule.
Highly motivated and able to thrive in a fast-paced ambiguous environment while managing multiple priorities, meeting deadlines, and working independently as well as collaboratively.
Exceptional personal and professional integrity, operating with a high level of professionalism and discretion when handling confidential information.
Support fundraising campaigns or donor stewardship activities.
Interest in politics, public service, civic engagement, or related fields aligned with the IOP mission.

Nice To Haves

Minimum 2 years of experience as an executive assistant for a CEO or relevant experience in a similar fast-paced environment.
Background working in government, higher education or a mission-driven nonprofit organization is a plus.

Responsibilities

Supports development and fundraising efforts in partnership with University Advancement and IOP leadership.
Serves as a trusted point of contact and organizational hub for the broader network of the front office, maintaining touchpoints with key stakeholders including donors, members of the advisory board, students, alumni, etc.
Coordinates and researches for donor meetings, events, and communications, ensuring a high-quality donor experience.
Assists with donor cultivation, stewardship, and recognition, including preparation of personalized letters, briefing materials, proposals, reports, and impact updates.
Creates and maintains a strong system of correspondence tracking, ensuring timely communications from the front office are made and recorded.
Tracks gifts, pledges, and donor activity, ensuring timely acknowledgment and compliance with University policies.
Plans, coordinates, and supports alumni engagement initiatives, including events, communications, and volunteer opportunities that strengthen long-term relationships with IOP alumni.
Maintains accurate alumni records and engagement data in coordination with University systems.
Serves as a point of contact for alumni inquiries and collaborates with internal teams to enhance alumni experiences.
Works closely with IOP leadership, programming staff, and University partners to align alumni, development, and financial efforts with institutional goals.
Supports planning for major events, programs, and initiatives that involve alumni, donors, or key stakeholders.
Manages office hours and meeting requests from current students.
Takes the lead in drafting high-level correspondence to maintain momentum with key internal and external stakeholders.
Owns the Director’s and Executive Director’s calendars and manages the administrative rhythm of the front office, prioritizing fundraising and partnership goals.
Coordinates scheduling and responds on their behalf, either confirming or respectfully declining, liaising directly with requesters to handle logistics and expectations.
Manages and prioritizes their complex travel schedules, including national and international trips; arranging internal and external meetings; supporting the Director and Executive Director with preparation for all meetings and calls; and maintaining calendar integrity and timeliness.
Travels with the Director as needed.
Conducts top-line research, drafts briefings, and gathers content to inform leadership ahead of all major external engagements with bios, backgrounds on hosting organizations, key talking points, and other relevant information tailored to the situation.
Implements processes, tools and systems for the effective and timely management of the Director and Executive Director’s workload and schedule.
Works with the executive office to plan and coordinate Board of Advisor’s meetings, in-person and remote, attending meetings, drafting minutes and capturing action items to manage the follow-through process.
Leads or supports special projects as directed by the Director or Executive Director.
Assists with researching funding opportunities, preparing grant proposals, and drafting and/or editing other written materials with moderate guidance.
Coordinates events, researches logistics, assists with planning and preparing presentations, event outreach, and post-event write ups.
Assists with other administrative projects as needed and acquire higher level guidance and skills.
Performs other related work as needed.