Executive Assistant for Leadership Support

Job description

Hyde Park Campus

42740 Smart Museum

About the Unit
The Smart Museum of Art at the University of Chicago (smartmuseum.uchicago.edu), located in one of the nation's greatest cities for art and on the campus of one of the world's leading research universities, opens the world through art and ideas. The Smart Museum is widely known for its ambitious exhibitions and programs; its collaborations with scholars and students have animated its collection both historically and conceptually. The Museum plays a central role in the University's arts initiative, which has brought extraordinary new focus and energy to the arts on campus. At the same time, the Museum collaborates closely with other units on campus as well as institutions and scholars in the city and across the country. Its exhibition projects often arise from partnerships with other institutions and travel nationally and internationally. The Smart Museum is also deeply dedicated to engaging its surrounding communities through programming that offers visitors of all ages a transformative experience involving significant and often unexpected examples of artistic expression. This is an exciting moment to join the Smart Museum, as the Museum is embarking on the creation of a compelling vision for the future under the leadership of a recently appointed Dana Feitler Director.

Job Information

Job Summary:

Reporting to the Dana Feitler Director and the Director of Development, the Executive Assistant for Leadership Support is responsible for providing administrative and logistical support for and coordination of the activities of the office of the Director, the Smart Board of Governors, and the Development office.


  • Manage the office of the Director, with a strong focus on prioritization and efficiency.
  • Coordinate and schedule meetings and maintain the Director's calendar.
  • Manage communications to Museum staff, university partners, volunteers, and donors on behalf of the Director.
  • Make travel arrangements and develop itineraries for the Director and visitors.
  • Staff select meetings and execute follow-up tasks on the Director's behalf.
  • Draft the Director's communications, not exclusive to but including email correspondence, letters, and publication and gallery text, in coordination with the Museum's Communications, Development, and Exhibitions teams.
  • Coordinate all activities of the Smart Board of Governors and its subsidiary committees and task forces, with guidance from the Director and Director of Development.
  • Responsible for scheduling and maintaining calendars of meetings and events, drafting agendas and meeting materials, and providing logistical management of meetings and select events.
  • Primary oversight of all board communications.
  • Handle general Board member inquiries.
  • As a member of the Smart Development office and the university's Alumni Relations and Development department, provide support for the fundraising efforts of the Museum.
  • Responsible for management of Board of Governors data in the University Prospect Management System, including recording all prospect actions and activities and the management of lists and other data.
  • Assist with Board solicitation and stewardship strategies for annual and major gifts.
  • Manage outreach, scheduling, and follow-up for select prospect visits for the Director and the Director of Development.
  • Assist in the development of briefings for the Director and Director of Development.
  • Plan, execute, and staff select Museum events, particularly those that relate to the Smart Board of Governors. Staff evening and weekend functions, both in Chicago and elsewhere, as necessary.
  • Perform other duties as assigned.

  • Strong organizational and analytical skills required.
  • Demonstrated fluency in Microsoft Office products required.
  • Outstanding interpersonal and communications skills, characterized by the ability to listen, to speak, and to write well, with a strong commitment to customer service required.
  • Ability to manage confidential information with discretion and tact required.
  • Flexibility and adaptability to new programs in an emerging and changing environment required.
  • Willingness and ability to travel to campus sand/or non-campus locations for museum business required.

Additional Requirements

Education, Experience or Certification:

  • Bachelor's degree or higher required.
  • Advanced degree preferred.

  • Minimum three years of professional work experience in nonprofit management, development, alumni relations, marketing, public relations, sales, arts administration, or similar professional work experience required.
  • Experience working with trustees, donors, or other high-level volunteers strongly preferred.
  • Previous experience in a university or similarly complex institution preferred.
  • A background related to the arts or higher education preferred.
  • Experience using a database 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 Qualifications

Scheduled Weekly Hours


Job is Exempt?

Drug Test Required?

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

Health Screen 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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Job No:
Posted: 12/3/2018
Application Due: 12/21/2018
Work Type: