Job Description:

• Serves as a trusted advisor and project manager for the executive, taking ownership of critical initiatives, ensuring alignment with institutional priorities, and driving projects to successful completion.
• Independently manages high-level strategic meetings and events with trustees, donors, faculty, civic leaders, and other stakeholders, serving as the executiveâ™s representative when appropriate.
• Oversees the development and implementation of operational plans and processes that enhance the efficiency and effectiveness of the executiveâ™s office. Provides high-level support for the executive. Proactively relieves the executive of as much administrative detail as possible by efficiently and independently performing all duties.
• Manages the executiveâ™s complex and highly dynamic calendar, prioritizing competing demands with minimal oversight and ensuring optimal use of the executiveâ™s time.
• Oversees the preparation and distribution of meeting materials, presentations, and other documentation, ensuring accuracy, consistency, and alignment with the executiveâ™s goals.
• Drafts, reviews, and finalizes high-level communications and publications for internal and external audiences, ensuring they reflect the executiveâ™s voice and institutional objectives.
• Conducts in-depth research and prepares data-driven reports, memos, and presentations that inform executive decision-making.
• Leads the preparation of grant proposals, publications, and strategic documents, ensuring adherence to all institutional and external guidelines and standards.
• Designs and manages detailed travel plans, itineraries, and agendas, ensuring seamless coordination for domestic and international engagements.
• Administers financial processes, including budget tracking, expense reconciliation, and purchasing, in collaboration with institutional financial administrators.
• Functions as the primary point of contact for the executiveâ™s office, handling sensitive and complex inquiries with professionalism and discretion.
• Builds and maintains relationships across the University, laboratory affiliates, and external partners to advance the executiveâ™s strategic initiatives.
• Ensures the smooth operation of the executiveâ™s office by independently managing workflows, processes, and resources.
• Establishes and maintains systems for document management, correspondence tracking, and internal communications.
• Exercises independent judgment in resolving challenges, escalating issues only when necessary, and maintaining strict confidentiality across personnel, financial, and strategic matters.
• Anticipates the executiveâ™s needs and proactively addresses potential issues, ensuring seamless and efficient operations.
• Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring, and reconciling accounts. Prepares financial and/or administrative reports.
• Performs other related work as needed.

Preferred Qualifications

Education:

• Associate degree in business administration, or a related field.
• Bachelorâ™s degree in business administration, or a related field.

Experience:

• Minimum of 5 years assisting a C-Suite Executive, ideally in an entrepreneurial or start-up, fast-paced environment.
• Working in an entrepreneurial academic unit, complex research institution, or technical business setting with a start-up, fast-paced environment.
• Extensive calendar management and complex travel arrangement experience.
• Coordinating in-person and virtual meetings.
• Composing written business communications and editing and proofreading material written by others.

Technical Skills or Knowledge:

• Proficiency with MS Office (Word, Excel, PowerPoint) and web-based communication methods and tools.
• Unusually strong technical experience evidenced by proficiency in common office software applications, such as Outlook, Word, Excel, PowerPoint, Adobe Acrobat, Box/Google Docs, and interest in using or tailoring specialized office software.
• Knowledge of visa-related processes/communications/liaisons for international travel and recruiting.

Preferred Competencies

• Excellent verbal, written, and interpersonal communication skills.
• Strong organizational skills as evidenced by ability to multi-task, prioritize, and track simultaneous projects.
• Technical savvy and use appropriate resources to resolve an issue.
• Meticulous attention to detail, with strong memory recall.
• Strong time management skills and work productively despite competing priorities, complex problems, and tight deadlines.
• Take initiative and organize and complete projects with minimal supervision.
• Manage sensitive and confidential situations and information with absolute discretion.
• Build relationships with other assistants and stakeholders to facilitate accomplishing the executiveâ™s strategic goals.
• Respond to electronic communications outside of working hours as needed.

Working Conditions

• In-person, office-based role on Hyde Park campus.
• Eligible for a partially remote work schedule.

Application Documents

• Resume/CV (required)
• Cover Letter describing why the applicant is interested in and qualified for this specific position (required)
• Contact Information for Three References (required)

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.

About University of Chicago (UC)

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