Job Description:

Unit-Specific Responsibilities

1) Reporting to the Dana Feitler Director and the Director of Development, the Executive Assistant for is responsible for providing administrative and logistical support for and coordination of the activities of the office of the Director, the Smart Board of Governors, and the Development office.

2) Manage the office of the Director, with a strong focus on prioritization and efficiency.

3) Coordinate and schedule meetings and maintain the Directorâ™s calendar.

4) Manage communications to Museum staff, University partners, volunteers, and donors on behalf of the Director.

5) Make travel arrangements and develop itineraries for the Director and visitors.

6) Staff select meetings and execute follow-up tasks on the Directorâ™s behalf.

7) Draft the Directorâ™s communications, not exclusive to but including email correspondence, letters, and publication and gallery text, in coordination with the Museumâ™s Communications, Development, and Exhibitions teams.

8) Coordinate all activities of the Smart Board of Governors and its subsidiary committees and task forces, with guidance from the Director and Director of Development.

9) Schedule and maintain calendars of meetings and events, drafting agendas and meeting materials, and providing logistical management of meetings and select events.

10) Primary oversight of all board communications.

11) Handle general Board member inquiries.

12) As a member of the Smart Development office and the Universityâ™s Alumni Relations and Development department, provide support for the fundraising efforts of the Museum.

13) Manage Board of Governors data in the University Prospect Management System, including recording all prospect actions and activities and the management of lists and other data.

14) Assist with Board solicitation and stewardship strategies for annual and major gifts.

15) Manage outreach, scheduling, and follow-up for select prospect visits for the Director and the Director of Development.

16) Assist in the development of briefings for the Director and Director of Development.

17) Plan, execute, and staff select Museum events, particularly those that relate to the Smart Board of Governors. Staff evening and weekend functions, both in Chicago and elsewhere, as necessary.

Unit-Preferred Competencies

1) Strong organizational and analytical skills.

2) Demonstrated fluency in Microsoft Office products.

3) Outstanding interpersonal and communications skills, characterized by the ability to listen, to speak, and to write well, with a strong commitment to customer service.

4) Manage confidential information with discretion and tact.

5) Flexible and adaptable to new programs in an emerging and changing environment.

6) Willing and able to travel to campus and/or non-campus locations for museum business.

Preferred Qualifications

Education

1) Bachelor's degree.

2) Advanced degree.

Experience

1) Three years of professional work experience in nonprofit management, development, alumni relations, marketing, public relations, sales, arts administration, or similar professional work experience.

2) Experience working with trustees, donors, or other high-level volunteers strongly.

3) Previous experience in a university or similarly complex institution.

4) A background related to the arts or higher education.

5) Experience using a database.

Required Documents

1) Resume

2) Cover Letter

3) Professional References Contact Information

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.

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