Executive Assistant

Location
Chicago
Posted
Jun 30, 2017
Institution Type
Four-Year Institution
About The Unit: The Center for the Economics of Human Development was developed at the University of Chicago in 2014 to support basic empirical research in economics, in collaboration with other disciplines at the University and is directed toward promoting human development. A core goal is to train students and acquaint the wider world with the wealth of applied research activities being conducted at the University of Chicago.

Unit Job Summary: Reporting to the Director and Executive Director, the Executive Assistant will provide high-level support for the Director of the Center, maintaining efficient and proactive day-to-day, as well as strategic long-term, administrative support. In addition to all of the above, the Assistant will be required to: - Provide day-to-day administrative support to the Director, including routing and ensuring completion of daily work products and requests. - Schedule, prepare & follow up meetings, conferences and special events. To include: tracking and stewarding pending invitations; development and communication of agenda and meeting expectations; follow-up with meeting participants and of meeting deliverables. - Assist the Director with media and external communications requests and events. This includes screening request form submissions from website (e.g. for interviews, speeches) in collaboration with a Public Relations firm. This may require providing background information about the Center and/or the Director to the media. - Make travel arrangements, including airline, hotel and ground transportation, domestic and international. - Handle sensitive written and telephone communications effectively in a professional manner at all times: answer, screen, and direct communications with utmost courtesy, professionalism, and confidentiality. - Track and process travel and other external reimbursements. - Work as a team with other support administrative staff to ensure that the Center operates smoothly. Prepare minutes of administrative team weekly meetings. - Coordinate special requests from the Center personnel to the Director. This may include assuring recommendation letters for graduate students are sent on time. - Assist in the coordination of publications. This may include assistance to assure publications are submitted on time and/or proofreading. - May manage workshops or coordinate other special events. This job description is not intended to be inclusive of all job duties. Additional duties may be assigned.

Unit Education: Bachelor's degree plus a minimum of five years progressively responsible administrative or executive support experience OR a minimum of ten years of progressively responsible executive support experience required.

Unit Experience: Experience working successfully in a stressful environment, including resolving conflicts required. Experience in a fast paced environment with demonstrated organization and coordination skills required.

Unit Job Function Competencies: Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines 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. Ability to use appropriate resources to resolve an issue required. Excellent verbal and written communication skills required. Excellent interpersonal and customer service skills required. Ability to handle public contacts with courtesy, clarity, and diplomacy required. Ability to handle sensitive and confidential situations and information with absolute discretion required. Excellent problem-solving skills required. Ability to follow an issue through to resolution required. Proficiency with word processing applications and spreadsheets and databases required. Experience with other software applications (e.g., Outlook, Adobe Acrobat, PowerPoint, and Photoshop or the equivalent) preferred.