Administrative Assistant

University of Chicago; United States; On-site; USD 42,000 - 56,000; Full time

Job summary

Court Theatre, in residence at the University of Chicago, is seeking an Administrative Assistant to manage calendars, communications, and onboarding activities for the Executive Director and Artistic Director.

The role also supports the Board of Trustees, assists with travel coordination, expense reports, and general office operations. The position reports to the Executive Director with a dotted line to the Managing Director and involves collaboration with university staff.

Qualifications

• Minimum 2–5 years of work experience in an administrative role.
• Experience supporting senior leadership and board engagement preferred.
• Proficiency with calendar management, travel arrangements and report preparation.

Responsibilities

• Manage complex calendars for the Executive Director and Artistic Director, including meetings and travel arrangements.
• Coordinate board communications and scheduling for Board of Trustees and committees.
• Process Directors’ expense reports and assist with artist contracting and licensing workflows.
• Provide office management support and maintain office supplies and equipment.
• Serve as information gateway via main phone line and general email during business hours.
• Coordinate basic IT support with University IT Services and set up new computers as needed.
• Assist senior leadership with special projects and events like readings and board meetings.

Skills

Microsoft Outlook

Microsoft Office Suite

Google Suite

Adobe

Zoom

Education

Vocational training or apprenticeship

Job description

Department AI Court Theatre

Winner of the 2022 Regional Theatre Tony Award, Court Theatre reimagines classic theatre to illuminate our current times. In residence at the University of Chicago and on Chicago’s historic South Side, we engage our audiences with intimate and provocative experiences that inspire deeper exploration of the enduring questions that confront humanity and connect us as people.

Job Summary

The Administrative Assistant is responsible for managing the schedules and communications for the Executive Director and Artistic Director, including preparing materials, coordinating travel, and carrying out components of the onboarding of relevant staff. This role also serves as a liaison to our Board of Trustees by assisting with scheduling, managing communications, and supporting board meetings. In addition, they support day-to-day operations of the Court Theatre administrative offices and operations in ongoing artistic development processes. This position reports to the Executive Director and has a dotted line to the Managing Director.

Responsibilities

• Supports Court’s Executive and Artistic Directors with extensive calendar management, communication with stakeholders, preparations for meetings, and research projects.
• Communicates with members of the Board of Trustees, Court Theatre donors, UChicago leaders, civic leaders, and artists on the behalf of the Executive and Artistic Directors.
• Responsible for sending and maintaining calendar invitations for meetings of the full Board of Trustees and their committees.
• Manages the Directors’ expense reports.
• Coordinates Directors’ travel.
• Assists Managing Director with artist contracting and managing the fulfillment of contracts and licensing agreements.
• Provides office management assistance, including purchasing supplies and overseeing office equipment.
• Supports Managing Director by coordinating staff movement amongst administrative offices and maintaining storage spaces.
• Serves as an information gateway for general inquiries, including answering the main administrative phone line and general email during business hours.
• Coordinates basic IT support, includes running diagnostics, ordering and setting up new computers, and liaising with University IT Services.
• Assists senior management staff with special projects as directed by the Executive and Artistic Directors.
• Provides support for various events such as, but not limited to, new play readings, board meetings, community events, social events for staff, and more.
• Prepares special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
• Coordinates special projects as directed by the leader.
• Prepares write ups for recommendations for operational and administrative problems.
• Prepares financial and/or administrative reports.
• 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: Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications: ---

Preferred Qualifications

Experience: Background in a university or professional theatre setting strongly preferred.

Technical Skills or Knowledge

• Microsoft Outlook
• Microsoft Office Suite
• Google Suite
• Adobe
• Zoom

Preferred Competencies

• Detail-oriented.
• Multitask and juggle many projects at once.
• Strong analytical, interpersonal, verbal and written communication skills.
• Self-motivated, demonstrating superior organizational ability and diplomatic, customer-service demeanor.
• Foster partnership and collaboration.

Working Conditions

Standard office conditions. Theatre environment.

Application Documents

• Resume/CV (required)
• Cover Letter (preferred)
• References Contact Information (3) (preferred)

Job Family

• Administration & Management
• Role Impact
• Individual Contributor
• Scheduled Weekly Hours 37.5
• Drug Test Required NoPosting 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. 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. 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/