Executive Assistant

Job description

Hyde Park Campus

66604 Global Engagement

About the Unit

Job Information
Job Summary:

The Executive Assistant is responsible for providing a wide range of administrative support services to the Vice President for Global Initiatives and Strategy. The Executive Assistant maintains the calendar and oversees scheduling and coordination of meetings, conferences, and special events, ensuring that the executive is prepared with content and materials. He or she will serve as the administrative face for the executive in working with high-level counterparts at peer institutions and ensuring that all communications and interactions represent the University in a professional light.


  • Maintain the executive's schedule, which requires exercise of considerable discretion and judgment regarding priorities and effective use of time.
  • Proactively coordinate with senior administrators, faculty, and external contacts on a high level with great professionalism and tact.
  • Maintain a strong understanding of the executive's priorities and deadlines to maximize efficiency and functionality of meetings.
  • Develop a firm grasp of the strategic contacts, relationships and initiatives important to executive and the department in order to appropriately manage scheduling and communication.
  • Prepare confidential correspondence, coordinate visitors and make meeting arrangements.
  • Perform a variety of duties related to travel planning logistics for an executive who conducts frequent complex international and domestic travel.
  • Coordinate flights, hotels, ground transportation, and meetings for fast-paced and frequently changing itineraries.
  • Anticipate and execute all necessary preparations for travel, including visas, immunizations, and currency exchange.
  • Maintain administrative and financial records for the executive, including completing detailed expense reports using the University's financial reconciliation systems.
  • Submit payment requests, place orders and process other financial transactions regularly for the unit.
  • Assist in organizing various committee meetings and itineraries for visiting delegations, and in the preparation of materials (including itineraries, presentations, reports, etc.). Occasionally assist in the execution of these activities as needed, working with other members of the team.
  • Staff events and meetings as requested.
  • Assume responsibility for a wide variety of special projects as assigned.
  • Plan and coordinate select team functions and events.
  • Provide day-to-day administrative office support for the team as directed.
  • Maintain administrative and financial records for the executive, including completing detailed expense reports using the University's financial reconciliations systems.
  • Order supplies and assist with other record-keeping as needed.
  • Other duties as assigned.

  • High level of professionalism, tactfulness, diplomacy, and confidentiality required.
  • Ability to perform effectively in a fast-paced, dynamic environment required.
  • Outstanding verbal and written communication and interpersonal skills required.
  • Exacting attention to detail and ability to closely monitor multiple projects simultaneously required.
  • Excellent organizational skills required.

Additional Requirements
Education, Experience and Certifications:

  • Bachelor's degree plus a minimum of three years progressively responsible administrative experience supporting executive-level leaders or a minimum of six years experience of progressively responsible administrative experience supporting executive-level leaders is required.

  • Familiarity with University of Chicago systems and processes strongly preferred.
  • Familiarity with University of Chicago academic and administrative landscape preferred.

Technical Knowledge or Skills:
  • Advance Microsoft Office (Word, Excel, PowerPoint) skills required.
  • Familiarity with customer relationship management software preferred.

Required Documents:
  • Resume
  • Cover Letter
  • Reference contact information

Benefit Eligibility

Pay Frequency

Pay Range
Depends on Qualification

Scheduled Weekly Hours


Job is Exempt?

Drug Test Required?

Does this position require incumbent to operate a vehicle on the job?

Health Screen Required?

Background Check Required?


Posting Date

Remove from Posting On or Before

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.

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Full time

About Us
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We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government.

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Job No:
Posted: 2/21/2018
Application Due: 4/13/2018
Work Type: