The Executive Assistant performs administrative functions in the Office of the President with careful attention to detail, complete confidentiality, a positive attitude, and discerning judgment. This position will directly support the President of the University. The ideal candidate is a highly-motivated, detail-oriented and enthusiastic professional who enjoys working in a collaborative, fast-paced, and deadline-driven environment. The Executive Assistant works under the leadership of the Vice President and Secretary; Chief of Staff in the Office of the President.
Manage the day-to-day reception and meetings for the Office of the President, ensuring the Presidentâ™s activities run as planned each day and adapting his schedule in response to last-minute issues or unforeseen situations
Coordinate all briefings and meeting materials for internal and external activities, including:
Requesting, collecting, reviewing, and printing all documents to ensure the President is well prepared for all meetings and event.
Creating the Presidentâ™s travel plan
Identifying and tracking the Presidentâ™s forthcoming speaking engagements
Acting as the liaison between the Presidentâ™s support team and host units and organizations regarding briefing documents, event logistics, and the preparation of remarks
Handling agreements for external speaking engagements
Work with offices across the University, the Medical Center, affiliated laboratories, and external organizations to coordinate the Presidentâ™s complex and fluid schedule of meetings and events with trustees, donors, deans, officers, staff, civic and government leaders, diplomats, faculty, and others
Handle all day-to-day financial transactions for the Presidentâ™s Office through the Universityâ™s online systems, including, but not limited to: ordering supplies through the Universityâ™s purchasing site, processing invoices for external vendors, and reconciling expense reports on an ongoing basis
Schedule transportation on a weekly basis
Prepare documents and items for signature as needed
Track and update invitation acceptances and regrets
Update and moderate multiple contact and email distribution lists both for office use and the Universityâ™s Listserv system, using discretion when approving messages for mailing and following guidelines established by the office when adding new members to lists
Procure and coordinate the presentation of gifts; to include the preparation of the annual holiday cards
Provide coverage to the Director of Presidential Support when the Director is unavailable
Other duties as assigned
Exceptional attention to detail and ability to complete tasks thoroughly and with accuracy
Positive, service-oriented attitude and courteous demeanor
Demonstrated ability to multitask and meet deadlines in a challenging, fast-paced work environment
Sound judgment and the ability to anticipate potential problems and address them before they arise
Acumen to interact with a diverse and distinguished range of colleagues and visitors, including trustees, donors, visiting dignitaries, elected officials, as well as faculty and University leaders
Ability to handle sensitive and confidential situations and information with absolute discretion
Excellent oral and written communication skills
Education, Experience or Certifications:
Proficiency with Microsoft Office Suite, Adobe Acrobat, financial reporting systems, and online databases required
The successful candidate must have a minimum of 1-2 years of progressively responsible senior level administrative experience supporting executives
Experience working in higher education and a high-level executive setting preferred
Familiarity with the University of Chicago a plus
Working Conditions and Physical Requirements:
Typical work hours are 8:00 am until 5:30 pm, however the work day can occasionally begin as early as 7:00 am. Monitoring email and responding as needed during evenings and weekends will be required at times
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.
Internal Number: JR04236
About University of Chicago
One of the world's premier academic and research institutions, the University of Chicago has driven new ways of thinking since our 1890 founding. Today, UChicago is an intellectual destination that draws inspired scholars to our Hyde Park and international campuses, keeping UChicago at the nexus of ideas that challenge and change the world.