Executive Assistant to the Executive Vice President
The University of Chicago

Chicago, Illinois

This job has expired.


Department

SING Office of the Chief of Staff

About the Department

The University of Chicago Office of the Executive Vice President for Science, Innovation, National Laboratories, and Global Initiatives (SING) collaborates with UChicago leaders, deans, and faculty to shape the strategic scientific and technological direction of UChicago and supports its implementation through and across the Polsky Center for Entrepreneurship and Innovation, UChicago Global and its centers, and Argonne National Laboratory and Fermi National Accelerator Laboratory. The unifying thread of programming focuses on enabling partnerships, collaboration, and working across divisions and institutions to translate scholarly pursuits, scientific discoveries, and technological developments into impact.

Job Summary

Reporting to the Executive Vice President (EVP) in concert with the Chiefs of Staff in the Office of Science, Innovation, National Laboratories, and Global Initiatives (SING), the Executive Assistant performs administrative functions with careful attention to detail, a positive attitude, discerning judgment, and consummate discretion and confidentiality. The ideal candidate is a highly motivated, detail-oriented, and enthusiastic professional who has proven experience and enjoys working in a collaborative, fast-paced, and deadline-driven environment.

Responsibilities

  • Serves as the first point of contact for all matters related to the EVP and SING.
  • Manages the EVP's day-to-day activities, including adjusting the schedule to accommodate unanticipated events/developments.
  • Maintains the EVP's complex and extremely active calendar and logistical needs, exercising considerable discretion and judgment as to priorities and effective use of the executive's time. Confirms all meetings, necessary materials, and meeting locations in advance. Reviews upcoming meetings and events weekly with the EVP.
  • Manages meeting logistics for the EVP, including developing and distributing agenda and meeting materials, managing attendance, making room reservations, and handling catering needs.
  • Develops a firm grasp of the strategic contacts, relationships, and initiatives important to the Office to manage scheduling and communication, apprising the EVP and the Chiefs of Staff of issues when necessary.
  • Coordinates all briefings and meeting materials for internal and external activities, including: requesting, collecting, reviewing, and printing all documents to ensure the EVP is well prepared for all meetings and events; booking travel and preparing the EVP's travel itinerary and briefing materials; identifying and tracking the EVP's forthcoming speaking engagements; and acting as the liaison between the EVP and host units and organizations regarding briefing documents, event logistics, and the preparation of remarks.
  • Works closely with offices across the University, Department of Energy, National Laboratories, University boards, committees, and councils, and external organizations to coordinate a complex and fluid schedule of meetings and events with trustees, donors, deans, officers, SING leadership team, staff, civic and government leaders, diplomats, faculty, and others.
  • Handles all day-to-day expenses and reconciliations of expense reports for the EVP on an ongoing basis.
  • Schedules transportation, as needed.
  • Prepares documents and items for signature, as needed.
  • Work with partners across the University, the Medical Center, laboratory affiliates, and external partners to coordinate the Dean or Officer's strategic meetings and events with trustees, donors, deans, officers, staff, civic and government leaders, diplomats, faculty, and others.
  • Maintains the Dean or Officer's complex and extremely active calendar and logistical needs, exercising considerable discretion and judgment as to priorities and effective use of the executive's time. Confirms all meetings, necessary materials, and meeting locations in advance. Reviews upcoming meetings and events weekly with their executive. Arranges complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Performs other related work as needed.

Minimum Qualifications

Education:
Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
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Work Experience:

Minimum requirements include knowledge and skills developed through 10+ years of work experience in a related job discipline.
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Certifications:


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Preferred Qualifications

Education:
  • Bachelor's degree.

Experience:
  • A minimum of 10 years progressively responsible administrative experience.
  • Familiarity with University of Chicago systems and processes.
  • Familiarity with University of Chicago academic and administrative landscape

Technical Skills or Knowledge:
  • Advanced skills in Microsoft Office (Word, Excel, PowerPoint) and Zoom.

Preferred Competencies
  • High level of professionalism, tactfulness, diplomacy, and confidentiality.
  • Perform effectively in a fast-paced, dynamic environment.
  • Outstanding verbal and written communication and interpersonal skills.
  • Exacting attention to detail and ability to closely monitor multiple projects simultaneously.
  • Excellent organizational skills.

Working Conditions
  • Hybrid work schedule unless needed on site by the EVP.

Application Documents
  • Resume/CV (required)
  • Cover Letter (required)
  • References Contact Information (3)(required)

When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

Individual Contributor

FLSA Status

Exempt

Pay Frequency

Monthly

Scheduled Weekly Hours

40

Benefits Eligible

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Statement

Employees must comply with the University's COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward.

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 Applicant Inquiry Form.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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:http://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.


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