Executive Assistant

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

Job summary

An established industry player is seeking a detail-oriented Executive Assistant to provide high-level support to senior leaders. This role involves managing calendars, coordinating meetings, and handling communications across departments. The ideal candidate will have strong organizational skills, discretion, and a proven ability to manage multiple priorities in a fast-paced office environment. Join a dynamic team where your contributions will directly impact the success of the organization and support its mission in education and healthcare.

Benefits

Health Benefits

Paid Time Off

Retirement Plan

Professional Development Opportunities

Qualifications

• 7+ years of relevant work experience in administrative support.
• Experience in academic or healthcare settings preferred.

Responsibilities

• Manage calendars and prioritize tasks for senior leaders.
• Coordinate meetings and prepare presentations and reports.

Skills

Organizational Skills

Discretion

Communication Skills

Project Management

Technical Proficiency in Microsoft Office

Education

Bachelor's Degree

Vocational Training or Equivalent Experience

Tools

PowerPoint

Job description

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About The Department

The Biological Sciences Division (BSD) is the largest unit of the University, established in 1930. It includes faculty from clinical and basic sciences, delivering undergraduate, graduate, medical, and postgraduate education, along with patient care and research. The BSD comprises approximately 135 faculty in 10 basic science departments, over 800 faculty in 13 clinical departments, and 2400 staff members. It is located on the main campus in Hyde Park, Chicago, and is part of the University of Chicago Medicine, overseeing medical services and research.

Job Summary

The Executive Assistant provides confidential, high-level support by coordinating activities of senior leaders within UCM, managing office operations, and acting as a liaison across university departments. This role requires discretion, organizational skills, and the ability to handle multiple priorities.

Responsibilities

1. Maintain the leader's calendar, exercising discretion in prioritization.
2. Assist with preparing presentations, reports, and correspondence.
3. Coordinate meetings and events.
4. Process payments and reimbursements.
5. Relieve leaders of administrative tasks and manage information flow.
6. Prepare written materials and manage communication on behalf of leadership.
7. Support special projects and monitor budgets as needed.
8. Perform other related duties as required.

Minimum Qualifications

• Vocational training, apprenticeships, or equivalent experience in related field.
• 7+ years of relevant work experience.

Preferred Qualifications

• Bachelor's degree.
• Experience supporting executive or senior leadership in academic or healthcare settings.
• Proficiency in PowerPoint, website updates, and communication.
• Strong organizational and project management skills.
• Technical proficiency in Microsoft Office suite.

Working Conditions

Office environment.

Application Documents

• Resume (required)
• Cover Letter (preferred)

Ensure documents are uploaded via the 'My Experience' page under 'Application Documents'.

Additional Details

• Salary: $60,000 - $90,000 annually.
• Full-time, exempt position, 40 hours/week.
• Benefits eligible.
• Equal Opportunity Employer.