Executive Assistant

Department
 

Becker Friedman Institute – Development Innovation Lab

About the Department
 

The Executive Assistant will independently manage multiple administrative and management tasks, supporting the Senior Executive Assistant in providing high-level support to organizational leadership to the Director of the Development Initiative Lab, senior level faculty member and Nobel Laureate of the Kenneth C. Griffin Department of Economics. Must be able to provide a wide variety of exceptional strategic support and project assistance including scheduling and coordinating high-priority meetings, organizing meetings and workshops, running special events, and maintaining calendars, while upholding confidentiality and exercising discretion in handling sensitive matters.
This role provides confidential and high-level office and location support activities. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services.

Job Summary
 

This position provides specialized business support for routine office and location support activities. Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies for which the support is being provided by working autonomously within established procedures and practices. Ensures the correct functioning of facilities, office and/or business support services.

Responsibilities

• Manages email communications in Faculty’s inbox and responds or coordinates responses with relevant team members.
• Organizes speaking and media requests for domestic and international events.
• Maintains Faculty’s website, course sites and special websites for specific events or research.
• Coordinates complex domestic and multi-country international travel arrangements and procures necessary travel documents including visas. Ensures Faculty has necessary clearance and documentation for travel. Creates and maintains master itinerary.
• Collaborates on new and ongoing research projects. Tasks include proofreading, fact-checking, and editing papers and reports under the supervision of the Faculty.
• Coordinates events, researches logistics, assists with planning and preparing presentations, event outreach, and post-event write ups.
• Assists with researching funding opportunities, preparing grant proposals, and drafting and/or editing other written materials with moderate guidance.
• Prepares institutional documents, such as faculty reports and conflict of interest statements, for Faculty’s submission.
• Prepares and coordinates letters of recommendation for graduate students.
• Supports creation of lecture materials and schedules Zoom calls for graduate classes taught by the Faculty with help from teaching assistants.
• Supports Faculty’s job market candidates in job market process.
• Manages faculty member’s individual finances including soliciting and processing travel reimbursements, honoraria and other internal and external receivables, to ensure timely dispersal of obligated payments using GEMS. Orders supplies and equipment using Buysite.
• Assists in managing the transcription of voice files recorded by the Faculty to draft and edit emails and documents. This includes both transcription and managing a small team of transcribers.
• Stays informed of activities relating to University programs and initiatives, apprising the faculty of issues when deemed necessary.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader’s calendar.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the leader’s budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
• 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 5-7 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications
 

Experience:

• Minimum of 5 years of work experience related to job discipline
   

Technical Skills or Knowledge:

• Proficiency in Google Suite, Microsoft Suite, Slack and Asana.
• Experience in project management.
• Demonstrated knowledge of University financial systems, such as GEMS and Buysite, purchase order (PO) process, etc.

Preferred Competencies

• Excellent organizational and analytical skills with high-level of accuracy and sharp attention to detail.
• Superior interpersonal skills and work effectively with a wide range of individuals and constituencies in a diverse professional environment.
• Demonstrated excellence in written and verbal communication.
• Handle highly confidential and sensitive materials and situations.
• Effectively manage a heavy workload, competing priorities, and tight deadlines.
• A quick, self-learner with ability to initiate, organize, prioritize and complete multiple, high-level projects; meet tight deadlines; and work effectively with minimal supervision in a fast-paced environment.
• Demonstrated ability to anticipate and respond to future needs.
• Works well independently and in a team environment.
• Use appropriate resources and follow an issue through to resolution.

Applications Documents

• Resume/CV (required)
• Cover Letter (required)
• References Contact Information (3)(required)
• Work Sample (required)

When applying, the document(s) MUST  be 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
 

Non-Exempt

Pay Frequency
 

Biweekly

Scheduled Weekly Hours
 

37.5

Benefits Eligible
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

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.