Executive Administrative Assistant

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

Benefits offered by this job

Hybrid work option

Benefits eligible

Job summary

The University of Chicago's Biological Sciences Division is seeking an Executive Administrative Assistant to provide confidential, high-level office support to the Dean's office, with primary focus on the Associate Deans of Academic Affairs and Community and Divisional Values. The role collaborates with People Services and recruitment initiatives.

You will organize calendars, draft correspondence, prepare meetings and events, manage budgets and travel, and maintain discretion with senior

Qualifications

• 7+ years of experience as an executive assistant in academic or healthcare settings.
• Experience scheduling for multiple leaders and preparing meetings and events.
• Experience preparing presentations and executive communications.

Responsibilities

• Coordinate calendars and scheduling for executives with discretion.
• Support BSD-led faculty and physician recruitment logistics.
• Prepare meetings, interviews, and related functions with follow-up.
• Manage office logistics, travel, and expense processing.
• Draft correspondence and staff communications for leadership.
• Organize meetings and events for training and recognition.
• Track deliverables and coordinate project coordination with leaders.

Skills

Advanced MS Office

Outlook

Excel

PowerPoint

Word

Organizational skills

Communication skills

Interpersonal skills

Education

Bachelor’s degree

Job description

About The Department

Department

BSD OAA - Administrative Support

About The Department

The Biological Sciences Division (BSD) is the largest unit of the University. Established in 1930, the BSD is comprised of faculty and administrative leaders from the clinical and basic sciences. In this unique academic community, a unified division delivers undergraduate, graduate, medical, and postgraduate education in the biological sciences together with outstanding patient care and world-renowned research. The BSD currently includes approximately 135 faculty in the 10 basic science departments, over 800 faculty in 13 clinical departments, and 2400 staff members. The BSD includes the Pritzker School of Medicine (PSOM), approximately 24 academic units, degree-granting committees, and research centers and institutes. The BSD is located on the University's main campus in Hyde Park, 20 minutes south of downtown Chicago.

Job Summary

The job provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services. The Executive Administrative Assistant works within the Biological Sciences Division providing administrative support to designated executives or academic leaders in the Dean’s office with primary support for the Associate Deans of Academic Affairs and Community and Divisional Values. The position will also collaborate and support People Services projects and initiatives, including the Office of Academic Affairs and the Office of Faculty and Physician Recruitment and Onboarding. Additional responsibilities include working independently to organize activities and projects, drafting correspondence, and daily calendar management.

Responsibilities

• Assist and provide administrative oversight for relevant projects, including updating project plans and timelines, scheduling meetings, and coordinating resources.
• Responsible for administrative services and scheduling support for BSD-led faculty and physician recruitment.
• Responsible for planning and execution of deliverables for standing meetings and projects within the department, including COAP meeting scheduling and coordination.
• Provide and manage administrative, expense and logistic support for the office suite, including but not limited to calendar management, room reservations, expense management, mail, travel logistics, and recruitment efforts, all with a sense of urgency and utmost confidentiality.
• Prep, set up, execute, and follow up on meetings, interviews, functions, and projects ensuring oversight is well-coordinated, timely, and effective.
• Organize and manage meetings, off-sites and team-based events for training, development, recognition, and other organizational initiatives.
• Track and help drive completion of key deliverables and follow up on outstanding items.
• Coordinate with staff on projects to help with goals and deliverables.
• Initiates correspondence and other written materials under own signature or for signature of the leader.
• Maintains the leader’s calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader’s time.
• Coordinates special projects as directed by the leader. Prepares write-ups for recommendations for operational and administrative problems. May manage a portion of the leader’s budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
• 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.
• Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors.
• Performs other related work as needed.

Minimum Qualifications

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.

Preferred Qualifications

Education

• Bachelor’s degree.

Experience

• Prior experience as an executive assistant in an academic environment or healthcare executive setting.
• Experience scheduling for multiple leaders, preparing leaders for meetings, events, interviews, and ongoing commitments to support a hybrid workforce.
• Experience preparing presentations decks for executive and academic leadership.
• Experience creating, editing, proofing, and sending executive communication on behalf of supported offices.
• Experience reconciling budgets, tracking expenses, and providing timely updates on office expense management including monthly and quarterly tracking reports.
• Experience with Project Management methodologies.
• Advanced experience in Microsoft Outlook, Excel, PowerPoint, and Word.

Preferred Competencies

• Ability to handle highly confidential and sensitive materials and situations.
• Ability to interact comfortably with senior executives, faculty, and staff.
• Ability to develop collaborative relationships throughout the University community.
• Ability to effectively represent the mission, and values and leaders through work products, efforts, and communication.
• Ability to manage and organize ad hoc projects to support processes and workflows.
• Ability to be reliable, driven and results oriented.
• Strong organizational, communication and interpersonal skills.
• Experience handling multiple projects and working well under deadlines.

Working Conditions

• Office environment. Hybrid optional depending on the needs of the leader.

Application Documents

• Resume (required)
• Cover Letter (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.

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.

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.

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.