Executive Administrative Assistant

uchicago; Chicago (IL); Hybrid; USD 60,000 - 90,000; Full time

Job summary

The University of Chicago's Center for Translational Data Science seeks an Executive Administrative Assistant to provide high-level administrative support to the Director and senior leadership in a hybrid work environment. The role emphasizes calendar management, document preparation, budget tracking, and cross-unit coordination.

Responsibilities include prioritizing competing requests, liaising with university entities and sponsors, drafting correspondence, and organizing center projects and

Qualifications

• Minimum 7+ years of work experience in a related job discipline.
• Strong scheduling and executive support for senior leadership.
• Proven ability to manage confidential information with discretion.

Responsibilities

• Provide advanced administrative support to the director and senior leaders.
• Oversee scheduling for the director and act as gatekeeper.
• Represent the director in correspondence and build relationships with stakeholders.
• Handle inquiries and triage correspondence, resolving issues.
• Prepare reports and documents; assist with grants/manuscripts.
• Coordinate center projects and events across teams.
• Manage expense reports and assist with budgets.
• Oversee office space and facilities coordination.
• Provide on-site administrative support.
• Maintain confidential support and coordinate information flow.
• Draft correspondence; may staff meetings.
• Prepare reports and assist with office operations.
• Other related duties as needed.

Skills

Scheduling

Executive communications

Budgeting

Project management

Office software

Tools

Microsoft Office

Google Workspace

Job description

Department

BSD CTD - Bus Ops

About the Department

The Center for Translational Data Science (CTDS) at the University of Chicago is a research center whose mission is to develop the discipline of translational data science to impactful problems in biology, medicine, healthcare, and the environment. We envision a world in which researchers have ready access to the data needed and the tools required to make data driven discoveries that increase our scientific knowledge and improve the quality of life. We architect ecosystems of large-scale commons of research data, computing resources, applications, tools, and services for the broader research community to use data at scale to pursue scientific inquiry and accelerate discovery. Learn more at https://gdc.cancer.gov/ https://gen3.org/ https://stats.gen3.org/ https://ctds.uchicago.edu/.

Job Summary

The Executive Administrative Assistant provides high-level administrative support to the Director of the Center for Translational Data Science. This role involves managing daily calendars, organizing projects, and drafting correspondence while ensuring the smooth operation of the Center’s office environment. Key responsibilities include prioritizing and managing competing requests, proactively securing resources, resolving issues using independent judgment, and acting as a liaison with various university entities, Center leadership, and external collaborators and sponsors. The ideal candidate is a proactive, detail-oriented self-starter with excellent organizational skills, capable of handling multiple projects from concept to completion while maintaining confidentiality and discretion in a fast-paced environment.

Responsibilities

• Provides comprehensive advanced administrative support to the Center's faculty director and senior leadership for a diverse set of activities.
• Implements, oversees, and acts as gatekeeper for all aspects of scheduling for the Center’s faculty director.
• Represents the Director, Center, and University well in all internal and external verbal, written, and in-person correspondence. Builds relationships with a diverse set of vested parties and collaborators.
• Responds to inquiries and triages various avenues of correspondence, resolving routine and complex issues as needed.
• Researches, compiles, and analyzes data to prepare or create letters, reports, and other documents. Assists with the composition, editing, and proofing of scientific and/or technical documents including grants and manuscripts.
• Organizes and executes select Center projects, research programs, events, and data science initiatives. Works across technical and scientific teams to act as a liaison between the programmatic team and program participants.
• Manages expense reports and assists with budget monitoring and reconciliation.
• Oversees and maintains physical office space across multiple locations, including ordering equipment and supplies and coordinating with building or university facilities on repairs and upgrades.
• Serves on-site staff and manages on-site administrative functions and daily operations as need.
• Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.
• 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:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Experience:

• Expertise in scheduling and preparing leaders for meetings, events, interviews, and ongoing commitments to supporting a hybrid workforce.
• Proficient in creating, editing, and distributing executive communications, including presentation decks for leadership.
• Strong experience in reconciling budgets and tracking expenses, with timely updates and collaboration on office financial management.
• Familiarity with project management methodologies to enhance workflow and efficiency.
• Advanced proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word) and Google Suite (Docs, Sheets, etc.).
• Collaborative, solutions-oriented approach to addressing organizational challenges and optimizing processes.
• Experience working with senior leadership in academic and healthcare settings, demonstrating a flexible approach to changing priorities.

Preferred Competencies

• Ability to handle highly sensitive materials and situations with discretion.
• Excellent oral and written communication skills, with the ability to interact comfortably with senior leadership, faculty, staff, and diverse collaborators.
• Proven ability to develop collaborative relationships throughout a university community.
• Strong organizational skills with experience managing multiple projects and deadlines effectively.
• Competent in managing and organizing ad hoc projects to support workflows and processes.
• Driven and results-oriented, demonstrating reliability in all tasks.
• Excellent customer service and interpersonal skills, with experience working both independently and as part of a team.
• Ability to use appropriate resources to resolve issues and triage challenges as they arise.

Working Conditions

• Hybrid office/remote.

Application Documents

• Resume/CV (required)
• Cover Letter (preferred)

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

40

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

FLSA Status

Exempt

Pay Range

$60,000.00 - $90,000.00

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

Yes

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.

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.