Executive Assistant
University of Chicago · Chicago, IL ·
- Employment
- Contract
- Category
- Operations
- Experience
- 7+ years
Department
SSD: Center for the Economics of Human Development - Staff and Temporary Employees
About the Department
Job Summary
Reporting to the Executive Director, the Executive Assistant provides comprehensive executive-level administrative and operational support for the Center's leadership, spanning communications, scheduling, events, travel, and special projects. The role serves as a key point of contact for internal and external stakeholders, upholding confidentiality and exercising discretion in handling sensitive matters. This position is in person.
The role emphasizes coordination, judgment, organization, and process improvement. The position works within a collaborative administrative model alongside other members of the Center's operations team to ensure seamless support for leadership, faculty, visitors, and strategic initiatives, under the direction of the Executive Director.
Responsibilities
- Serves as the primary point of contact for the Faculty Director's office, managing written and verbal communications with professionalism and confidentiality. Triages emails from one or more email inboxes, telephone calls, and media and speaking requests, including domestic and international inquiries submitted via email or web form. Resolves routine and complex inquiries. Stays informed of relevant University programs and initiatives, apprising the Executive Director of matters requiring attention.
- Provides oversight of the Faculty Director's calendar and scheduling, including triaging and confirming internal and external engagements, developing agendas, communicating meeting expectations, and following up with participants on resulting deliverables. Tracks internal, external, and publication-related deadlines. Assists in managing daily office operations which support the Faculty Director, exercising considerable discretion and judgment as to priorities and effective use of the Director's time, under the direction of the Executive Director.
- Manages travel arrangements and fiscal administration for the Faculty Director, including domestic and international itineraries, visa coordination, and reimbursement processing for travel, honoraria, and other receivables in accordance with University and sponsor policies. Assist with travel requests and prepare travel itineraries and briefing materials for leaders as needed. Manages general office administration functions, including supply ordering, vendor coordination, document filing systems, expense reports, reimbursements, and invoices. Handles sensitive financial information with discretion.
- Guides high-priority and ad hoc projects from the Faculty Director and Executive Director through completion, including immediate action items and recurring projects such as graduate student recommendation letters and annual teaching support. Serves as a point of contact for ad hoc projects; tracks deliverables, timelines, and action items; flags issues; and keeps stakeholders aligned and informed of progress. In coordination with the Executive Director, supports stewardship of CEHD's network of affiliates, alumni, and prospective funders, identifying opportunities to advance relationships and promote the Center's work.
- Plans and executes workshops, speaker series, and other events at the direction of the Executive Director. Manages the full logistical lifecycle, including securing speakers, arranging travel and accommodations, booking space and catering, coordinating on-site delivery, preparing and reconciling budgets, and completing post-event reporting. Hosts academic visitors, including faculty and graduate students, for short-term collaborative stays by coordinating University appointments, visit logistics, and engagement with the local research community. Serves as a welcoming and professional first point of contact for office visitors, guests, and incoming inquiries, routing requests to appropriate staff in a timely manner.
Initiates correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors.
Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
- Performs other related work as needed.
Minimum Qualifications
Education:
Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
Work Experience:
Certifications:
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Preferred Qualifications
Education:
University or college degree.
Experience:
- Supporting executive leadership or senior academic administrators.
- Coordinating multiple complex projects simultaneously.
- Working within higher education or research organizations.
- Planning conferences, meetings, and executive events.
- Coordinating domestic and international travel.
- Engaging professionally with external partners, donors, or institutional affiliates.
- Developing administrative systems and workflows.
Technical Knowledge or Skills:
- Proficiency with word processing and spreadsheet applications required (e.g., Microsoft Office Suite).
- Experience with other software applications (e.g., Google Suite, Outlook, Adobe Acrobat, Zoom, AI productivity tools) strongly preferred.
- Comfortable receiving and acting on communications across multiple channels, including email, handwritten notes, voice memos, and asynchronous video notes.
Preferred Competencies
- Exceptional organizational and project management skills.
- Excellent judgment in prioritizing competing demands.
- Strong written and verbal communication skills.
- Ability to coordinate work across multiple stakeholders.
- Ability to exercise discretion with confidential information and maintain strict professional discretion regarding internal office matters, communications, and organizational dynamics.
- Strong follow-through and attention to detail.
- Demonstrated initiative in improving administrative systems and workflows.
- Ability to manage multiple priorities while maintaining a high standard of service.
- Ability to operate clearly within a defined reporting structure and take direction effectively from direct supervisor.
- Demonstrated resilience and professionalism when receiving critical or direct feedback in a fast-paced environment.
- Ability to work collaboratively within a team-based administrative structure.
Working Conditions
- Ability to remain accessible and responsive outside of standard business hours, including evenings and weekends, as leadership needs require.
Application Documents
- Resume (required)
- Cover letter (required)
- Contact information for three (3) professional references (required)
The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Role Impact
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Pay Rate Type
FLSA Status
Pay Range
The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.
Benefits Eligible
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.
Posting Statement
The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
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.
All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.
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