Executive Assistant to APL Director

Jun 07, 2017
Institution Type
Four-Year Institution
About The Unit: The University of Chicago's Arts + Public Life initiative (APL) builds creative connections on Chicago's South Side through artists' residencies, arts education, artist-led projects and events. We envision a robust, collaborative, and meaningful relationship between the University of Chicago and the South Side's vibrant civic, cultural, and artistic communities. With a belief that investments in cultural development can shift assumptions about what is possible in disinvested communities, APL works to realize three primary goals: advancing artistic ambition through artist residencies, amplifying local cultural assets by promoting interactions between artists and cultural institutions on the South Side, and inspiring creativity in youth through enhanced arts education and apprenticeship programs.

Unit Job Summary: The Executive Administrative Assistant (EA) is responsible for providing a wide range of administrative support services to the Director of Arts + Public Life. In addition to being a faculty member at the University of Chicago, the Director of Arts and Public Life works as an artist, curator, urbanist, and facilitator, and his projects attempt to instigate the creation of cultural communities by acting as catalysts for social engagement that leads to political and spatial change. He is also the founder and Executive Director of the nonprofit Rebuild Foundation. The EA manages all administrative functions for the Director including Director's correspondence, communications and schedule, travel and entertainment, reservations and community functions. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Director. Responsibilities Include: The Executive Administrative Assistant will provide executive level administrative support to the Director of Arts + Public Life. Responsibilities including: managing an extremely active calendar of appointments; drafting of presentations; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; researching and compiling documents for projects and meetings. The EA will be a "gatekeeper" and "gateway" role and will research, prioritize, and follows up on incoming issues and concerns addressed to the Director, including those of a sensitive or confidential nature. The successful candidate will be able to prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures. The EA will ensure that the Director is prepared with appropriate presentations, data, statistics, and other information and materials. The Executive Administrative Assistant reports to the Director of Arts and Public Life.

Unit Education: High School Diploma or GED equivalent required.

Unit Experience: A minimum of five years of progressively responsible administrative experience supporting executive-level leaders is required. Knowledge of University of Chicago systems and processes strongly preferred.

Unit Job Function Competencies: Must be a highly seasoned professional. Must have demonstrated ability to anticipate the needs of a fast-paced office environment. Must have the ability to set-up effective systems and processes and follow them. Must exhibit demeanor appropriate to the office and to work with other units collaboratively, cooperatively, and productively. Must be highly organized and take initiative and must be able to handle pressure with a calm appearance. Must exhibit professional phone manner and the ability to handle contacts with courtesy, maturity, and diplomacy. Must have strong written and verbal communication skills, and the ability to manage sensitive and confidential situations and information with absolute discretion. Interest in contributing to advance the Director of Arts and Public Life mission is highly valued. Competencies Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines required. Excellent problem-solving skills required. Ability to use appropriate resources to resolve an issue required. Ability to follow an issue through to resolution required. Considerable skill in working both independently and as a team member required. Ability to take initiative and organize and complete projects with minimal supervision required. Must have excellent interpersonal, oral, and written communication skills required. Must be proficient with Microsoft Office Suite software, including MS Outlook, Excel, and PowerPoint, and also with Adobe Acrobat Professional. Must have proficiently with other Adobe software.

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