Mansueto Executive Assistant

About The Unit: The Mansueto Institute for Urban Innovation is a new cross-disciplinary institute at the University of Chicago, established by a $35 million dollar gift from Joe and Rika Mansueto. The goal of the Institute is to enhance the University's strengths in urban scholarship and education and accelerate work across campus. As a major new initiative, the Institute will bring together relevant programs in the social, natural, and computational sciences, along with the humanities, to develop an understanding of the fundamental processes that drive, shape, and sustain cities. The Mansueto Institute will serve as a hub for the University's rich array of urban research in the social, natural and computational sciences, the professional schools, and the humanities. Working closely with urban-focused entities on campus ranging from the Urban Education Institute to the Urban Labs to the Office of Civic Engagement, the Mansueto Institute for Urban Innovation will also contribute to the University's efforts to translate research into effective practices and programs around the most complex questions facing cities locally, nationally and globally.

Unit Job Summary: Reporting to the Faculty Director and Executive Director, the Executive Assistant oversees all administrative functions for the Mansueto Institute. The Executive Assistant provides communication, task prioritization, project management, and complex administrative support to the Faculty Director and Executive Director, serving as principal aide on highly confidential matters and daily operations. The Executive Assistant must enjoy working within a small entrepreneurial environment, based on the University of Chicago's Hyde Park campus. The ideal candidate must be able to manage tight deadlines and have demonstrated success working independently. The Executive Assistant will also help to create a cosmopolitan, inclusive, friendly and productive environment for the Institute's diverse members and visitors, who will come from many different fields of activity and places in the world. She or he will be personable, tactful, and flexible, able to meet the needs of the Institute leadership as these needs evolve.

Unit Education: Bachelor's degree plus a minimum of two years administrative experience OR a minimum of five years of administrative experience required.

Unit Experience: The EA will also be an integral part of a small startup team who will be launching a much-anticipated, cross-disciplinary university Institute. As such, flexibility, responsiveness, curiosity, and discretion will be key attributes of the EA. An ability to respond professionally to a wide range of inquiries, from within and from outside the university, is essential. Demonstrated experience with or knowledge of the University of Chicago's academic and programmatic landscape is helpful, but a willingness to learn and explore this landscape is just as important. Willingness to work a flexible schedule to accommodate covering events is required. Responsibilities Include: - Provide complex and confidential administrative assistance on the daily operations of the office - Coordinate daily schedules and calendars - Prioritize, structure, and schedule meetings, conference calls and other recurring or requested appointments - Respond in a timely and courteous manner to all scheduling requests - Structure and organize shared electronic folder(s) to collaborate efficiently on communications and document preparation Meetings, Events & Travel: - Plan and manage selected special events and projects as assigned by the Executive Director and Faculty Director - Order food and refreshments for meetings as needed, coordinating payment, menu selection, meal requests, and pickup/delivery - Coordinate all necessary logistics and manage arrangements for key meetings and travel - Manage expense accounts, including compiling and submitting expense documentation Track travel and out-of-pocket expenses - Update and maintain the GEMs account and request reimbursement on the directors' behalf Communications: - Act as a communications specialist, preparing a wide variety correspondence; ensure appropriate handling of confidential materials and information - Coordinate information flow, triaging emails and telephone calls for action and follow-up as appropriate - Compose memos and letters, as well as send emails on behalf of the Executive Director and/or the Faculty Director as needed - Ensure complete and timely response to correspondence - Maintain contact databases for both directors Other - Manage special projects as directed; provide support on newly developed initiatives and new efforts - Proof-read and submit research materials for publication - Provide monthly updates on development activities and other special projects - Other duties as assigned

Unit Job Function Competencies: Preferred Qualifications: Experience in an academic, research, or non-profit environment. Ability to work independently with a high degree of initiative. Ability to handle public contacts with courtesy, clarity, and diplomacy. Ability to interact tactfully with faculty, senior administration, and university staff, as well as outside partners. Ability to exercise a high degree of judgment and diplomacy and an impeccable commitment to confidentiality and privacy. Outstanding verbal and written communication and interpersonal skills, including: - Fastidious attention to detail and strong editing skills. - Listening and customer service skills. - Ability to work productively as a member of a small team, while maintaining a collaborative, consultative working style. The ability to manage communications needs and meet multiple, sometimes competing, deadlines, all while maintaining professionalism and high product quality. Stability, flexibility, creativity and an ability to manage through organizational growth. Ability to perform effectively in a fast-paced, dynamic environment. High degree of proficiency with Microsoft Word, Excel, and PowerPoint. Office Environment Ability to sit for 2 hours to 4 hours per day. Ability to use computers extensively on a daily basis. Ability to use standard office equipment.

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