Executive Assistant

Chicago, IL
Feb 22, 2018
Institution Type
Four-Year Institution

Hyde Park Campus

23300 SSD-Administration

About the Unit

Job Information

Job Summary:

Directs the administrative support operations of an executive's office and provides administrative assistance to the executive. Relieves executive of as much administrative detail as possible, either by providing or appropriately delegating to support staff all administrative support. Manages all forms of communication from executive's office, representing the executive to other University executives, other University offices and outside agencies.

Oversees preparation of correspondence and other written material. Ensures all inquiries are routed appropriately and in a timely manner. Maintains the executive's calendar, exercising considerable discretion and judgment as to priorities and effective use of executive's time. Oversees scheduling and coordination of meetings, conferences, and special events, ensuring the executive is prepared through compiling data, statistics, and other information and materials. Coordinates complex travel arrangements for executive, ensuring that all necessary files, materials, and supplies are assembled and prepares the itinerary. Manages daily operation of the office, participating in the development of strategic goals and plans.

Develops and enforces office policies and procedures. Interprets requests and helps implement action, deciding whether the executive should be notified of important or emergency matters. Prepares write ups for recommendations for operational and administrative problems. Develops and manages the office budget. Manages the preparation of financial and/or administrative reports, with responsibility for policy interpretations and/or statistical analyses. Manages professional and support staff, delegates assignments and supervises all work assuring the highest quality standards. Hires, trains, evaluates, promotes, and disciplines. Manages special projects as directed by the executive.

  • Provides complex and confidential administrative assistance to the Dean and Deputy Deans and directs the administrative support operations of the Dean's suite;
  • Manages the Dean's and Deputy Deans' calendars by exercising considerable judgment as to the optimal use of their time, acting as the gateway to the Dean;
  • Operates at the highest level of confidentiality about personnel and financial matters and deftly manages unique situations with discretion;
  • Relieves the Dean and Deputy Deans of as much administrative detail as possible, either by providing or appropriately delegating to support staff all administrative support;
  • Prioritizes planned and unexpected matters that require attention and decisions of the Dean; interprets requests and implements action, deciding on whether the Dean should be notified of important or emergency matters;
  • Ensures the Dean is prepared for meetings and other events by gathering relevant data, statistics, meeting materials and other pertinent information;
  • Makes and coordinates complex travel arrangements for the Dean, preparing the itinerary and ensuring that all necessary files, materials, and supplies are assembled, coordinating with other personnel as appropriate;
  • Acts as a communications specialist for the Dean and his or her staff through preparation of a wide variety of correspondence including memos, letters and reports under own signature or for signature of the Dean and ensures appropriate handling of confidential material;
  • Coordinates information flow from the Dean's office, triaging emails and telephone calls for action and follow-up as appropriate to ensure complete and timely responses;
  • Provides calendar management and scheduling support to the Associate Dean for Academic Affairs; structures and manages the Dean's electronic shared folders to collaborate efficiently on communications and document preparation, and ensures the orderly placement of files on the shared server; acts as a liaison between the Dean and other University executives and offices with tact, courtesy, and confidentiality; plans and manages selected special events for the Dean; manages the Dean's discretionary funds and general office budgets; manages special projects as directed by the Dean and Deputy Dean.

  • Excellent oral and written communication skills required.
  • Ability to compose original communications in English that are accurate, concise, and which exemplify the professional discourse of the Division and contribute to its reputation required.
  • Ability to edit and proofread documents in English at an intermediate level.
  • 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.
  • 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.

Additional Requirements

Education, Experience, and Certifications:
  • Bachelor's degree plus a minimum of four years of progressively responsible administrative experience
  • OR a minimum of seven years of progressively responsible administrative experience required.

Technical Knowledge or Skills:
  • Strong technical skills evidenced by proficiency in common office software applications (e.g., Outlook, Word, Excel, PowerPoint, and Adobe Acrobat) and deploying technical tools to improve processes and capabilities required.
  • Experience composing written communications and editing and proofreading material written by others required.
  • Familiarity with a complex research university environment and working in an academic unit preferred.

Required Documents:
  • Resume
  • Cover Letter
  • Reference Contact Information

(NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.)

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.

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.

Full time

About Us
The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world.

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.

To learn more about the university click here http://www.uchicago.edu/


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