Executive Assistant, Advancement Operations

The University of Chicago; Illinois; Hybrid; USD 68,000 - 80,000; Full time

Job summary

An established industry player seeks a proactive Executive Assistant to support the Senior Associate Vice President of Advancement Operations. This dynamic role involves managing complex scheduling, travel arrangements, and budget oversight, while fostering a welcoming environment. The successful candidate will demonstrate exceptional organizational skills and a solutions-oriented approach, ensuring smooth daily operations. Join a forward-thinking team dedicated to enhancing the University's mission and making a significant impact in alumni relations and development. This position offers a unique opportunity to thrive in a collaborative atmosphere where your contributions will be valued and recognized.

Benefits

Health Benefits

Retirement Plans

Paid Time Off

Professional Development Opportunities

Flexible Work Schedule

Qualifications

• 7+ years of experience in administrative support or related field.
• Strong proficiency in Microsoft Office tools for document creation and data analysis.

Responsibilities

• Provide confidential administrative support to the Senior Associate VP.
• Manage budget and reconcile accounts using GEMS.
• Coordinate hiring processes and departmental meetings.

Skills

Organizational Skills

Discretion and Judgement

Communication Skills

Budget Management

Event Planning

Problem Solving

Education

Vocational Training or Equivalent Experience

Bachelor’s or Advanced Degree

Tools

Microsoft Office Suite (Word, Excel, PowerPoint)

General Expense Management System (GEMS)

Email Management Tools

Job description

Department

ARD Advancement Operations

About the Department

Alumni Relations and Development (ARD) engages alumni (~220k), current students, parents, and friends of the University through intellectual, professional and social activities on campus, around the world and online. ARD raises $600 Million annually to support faculty and researchers, practitioners and patients, and students and programs across the University. Our work supports priorities in every division, school, department, and institute.

The Advancement Operations department builds and sustains the infrastructure essential for Advancement at the University, with a focus on people, systems, and data. As a dynamic and forward-thinking enterprise, the department champions innovation and excellence while fostering a world-class team committed to advancing the University's mission. The department comprises several specialized teams: Strategic Planning and Campaign, Gift Management, Analytics and Technology Solutions, Prospect Development and Decision Support, Financial Operations and Administration, and People and Culture. Together, these teams work collaboratively to ensure the success and continued growth of the University's fundraising and engagement efforts.

Job Summary

The Executive Assistant will play an essential role in supporting the Senior Associate Vice President of Advancement Operations. This position requires a proactive, self-directed individual who can manage complex scheduling, travel arrangements, hiring and talent management, budget, and other areas of administrative support effectively while maintaining a welcoming environment. The successful candidate will demonstrate strong organizational skills and a solutions-oriented mindset, ensuring the SAVP's daily operations run smoothly.

This role 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.

Responsibilities

• Provides advanced, diversified and confidential administrative executive support to the Senior Associate Vice President, including calendar and expense management, exercising considerable discretion and judgement for priorities and effective use of the Senior Associate Vice President’s time.
• Manages SAVP office operations to help accomplish the goals of the Advancement Operations department. Anticipates the needs of the executive and the team. Takes initiative to pre-plan and prepare in advance of expressed needs.
• Manages the SAVP’s budget by monitoring and reconciling accounts using UChicago’s General Expense Management System (GEMS). Prepares financial administrative reports as required or as needed, in coordination with the Financial Operations team.
• Assists with departmental hiring, coordinating with the Director, Finance and Administration to ensure required documentation is submitted to Human Resources in a timely manner and assisting hiring managers with scheduling interviews.
• Coordinates the planning of Advancement Operations leadership and department-wide meetings and events.
• Maintains office supplies for the department, keeping inventory and ordering new supplies as needed.
• Proactively evaluates and refines recurring administrative processes, leveraging technology or best practices to reduce redundancy and enhance efficiency.
• Acts as liaison with Facilities, Building Maintenance, and Information Technology to ensure all requests are responded to promptly.
• Seeks opportunities for professional development that will enhance job performance including attending webinars, seminars, building networks within the University and with colleagues at peer institutions.
• 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.
• 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 or advanced degree

Experience:

• Minimum seven years of professional experience in nonprofit management, development, alumni relations, marketing, public relations, sales or similar professional work.
• Minimum five years of experience as an executive-level assistant.
• Minimum one year of experience developing and monitoring budgets.
• Minimum one year of experience planning and executing events.

Technical Skills or Knowledge:

• Expertise in Word, Excel, PowerPoint, and email management tools to produce high-quality documents, analyze data, create presentations, and handle communications. Familiarity with additional relevant tools is a plus.
• Demonstrated accuracy in data entry, document review, and ensuring all details are correct to maintain quality and compliance.
• Demonstrated skill and knowledge of, or ability to learn quickly, the internal workings of the University as well as the technology tools available to the Office of Alumni Relations and Development, including the University's Donor Relationship Management System, Microsoft Windows computer environment, Microsoft Outlook, Word, Excel, PowerPoint and Access.

Preferred Competencies

• Capacity to identify and address issues independently, using sound judgment to resolve challenges or seek assistance when appropriate.
• Proactively recognize potential opportunities, foresee challenges, and address them in advance, ensuring smooth operations and continuous improvement.
• Outstanding interpersonal and communications skills characterized by the ability to listen, speak, and write effectively. Explain complex ideas clearly and simply.
• Manage confidential information with discretion and tact.
• Act with integrity, professionalism, and confidentiality.
• Work collegially and collaboratively in a team setting.
• Self-motivated and take initiative.
• Prioritize multiple projects and independently follow through with detail.

Working Conditions

• This position has a hybrid work schedule which includes weekly in office presence.
• Standard office environment.
• Travel to campus and/or non-campus locations for University business.
• Work evenings and weekends as needed.
• This position is located in Hyde Park at 5235 South Harper Court.

Application Documents

• Resume/CV (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

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

FLSA Status

Exempt

Pay Range

$68,000.00 - $80,000.00

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.

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