Executive Assistant

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

Job summary

An established academic institution is seeking a skilled Executive Assistant to support high-level leadership in a dynamic environment. This role involves managing calendars, preparing executive presentations, and providing administrative support while ensuring confidentiality and efficiency. The ideal candidate will have extensive experience in administrative roles, particularly within academic or healthcare settings, and demonstrate strong organizational and interpersonal skills. Join a collaborative team dedicated to excellence in education and patient care, where your contributions will significantly impact the organization.

Benefits

Health Insurance

Retirement Plan

Paid Time Off

Professional Development Opportunities

Qualifications

• 7+ years of experience in administrative roles, preferably in academic or healthcare settings.
• Experience in preparing executive presentations and managing confidential information.

Responsibilities

• Manage calendars and coordinate meetings for senior leadership.
• Provide high-level administrative support and manage daily operations.

Skills

Customer Service

Organizational Skills

Confidentiality

Project Management

Interpersonal Skills

Education

Vocational Training or Equivalent Experience

Bachelor's Degree

Tools

Microsoft Outlook

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Job description

Preferred Competencies

Department

BSD UCF - 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 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. Under the leadership of the University Executive Vice President for Medical Affairs and Dean of the BSD, the BSD and University of Chicago Medical Center (UCM)—a separate legal entity controlled by the University—are collectively known as the University of Chicago Medicine (UChicago Medicine or UCM). UCM oversees the finances and operations of all inpatient and ambulatory services. The UCMC medical staff is comprised of faculty physicians who receive academic appointments in the University and the clinical departments of the BSD. BSD’s patient care operations are conducted on the Hyde Park campus and in clinics located in the Chicago Land area.

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 Assistant provides high level administrative support for Chief Physician of UCM, Chief Administrative Office of the Faculty Practice (UCFP), UCFP Board, the UCM Medical Group (UCMMG) Board of Directors, the UCM ACO (UCMACO) Board of Directors, and the UCM Physician Partners (UCMPP) Board of Managers. The Executive Assistant manages the day-to-day operations for the administrative office and provides administrative, financial, and analytical support for the strategic planning events and activities. This position acts as a liaison with various administrative offices within the entire University of Chicago community. The nature of this work requires the highest level of confidentiality.

Responsibilities

• Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.

• Assists with the preparation of executive presentations, reports, and correspondence.

• Coordinates meetings within the department and in person events as needed.

• Processes payments and reimbursements.

• Relieves leaders of administrative responsibilities.

• 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.

• 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.

• 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.

• 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

Education:

• Bachelor's degree.

Experience:

• Experience as an executive level, C-Suite, or Dean’s administrative assistant in an academic or healthcare environment.

• Experience preparing executive level presentation decks, using PowerPoint and other presentation software, for executive leadership.

• Experience with website updates including utilizing internal and external resources to ensure consistent, accurate and up-to-date information.

• Experience composing and issuing communication on behalf of leadership.

• Collaborative solutions-oriented approach to address organizational challenges or designing processes to maximize efficiency.

• Experience with tracking and leading short term and long-term projects.

Technical Skills or Knowledge:

• Advanced experience in Microsoft Outlook, Excel, PowerPoint, and Word.

Preferred Competencies

• Excellent customer service and interpersonal skills, with experience working both independently and as part of a team.

• Ability to handle sensitive and confidential situations and information with absolute discretion.

• Strong organizational skills with experience managing multiple projects and deadlines effectively.

• Able to utilize a flexible approach to changing priorities.

• Experience with triaging issues.

• Experience with GEMS, Buysite, and University policies.

• Experience working with senior leadership.

• Project management.

• Progressively responsible administrative experience.

• Previous academic experience.

Working Conditions

• Office setting.

Application Documents

• Resume (required)

• Cover Letter (preferred)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

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.