Executive Assistant / Chair’s Assistant

University of Chicago; United States; On-site; USD 60,000 - 90,000; Full time

Job summary

The University of Chicago is looking for an Executive Assistant to provide confidential, high-level support to the Chair and Executive Administrator of the Ben May Department for Cancer Research. The role involves coordinating calendars, meetings, events, and special projects with a focus on discretion and efficiency.

You will manage communications, prepare reports, and assist in budgets and faculty processes, ensuring smooth daily operations and strong organizational support.

Qualifications

• Minimum requirements include vocational training or equivalent experience.
• 7+ years of work experience in an administrative role.
• Excellent verbal and written communication skills.
• Handle sensitive and confidential situations with discretion.
• Experience managing calendars and general office operations.
• Proficiency with word processing, spreadsheets and databases preferred.

Responsibilities

• Manages telephone and email communications for leaders and coordinates responses.
• Coordinates events and prepares presentations for the Ben May Department of Cancer Research.
• Maintains leaders' calendars with discretion and prioritizes requests.
• Prepares letters of recommendation, faculty reports, and other official documents.
• Manages faculty budgets, travel arrangements, reimbursements, and other receivables.
• Supports planning and execution of faculty recruitment and promotions.
• Triages inquiries and helps ensure timely responses to routine and complex questions.

Skills

Verbal & written communication

Interpersonal & customer service

Discretion & confidentiality

Calendar management

Problem-solving

Independent work & teamwork

Organization & initiative

Attention to detail

Education

Vocational training / equivalent experience

Tools

Word processing software (MS Word)

Spreadsheets (Excel)

Databases

Job description

Department

BSD BMD - Administration

About the Department

Building on the legacy of the department for excellence in basic cancer research, training, and translation, we aim to discover fundamental mechanisms of carcinogenesis and metastasis and to exploit this knowledge to develop effective therapies and prevention strategies to diminish or eliminate the threat and lethality of cancer.

Job Summary

This position 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 will independently manage multiple administrative and management tasks, while providing high-level support to the Chair and Executive Administrator of the Ben May Department for Cancer Research. This position supports leaders by prioritizing competing requests, proactively securing resources, and using independent judgment to elevate matters appropriately and to ensure smooth and effective operations. As an Executive Assistant, you will provide a wide variety of exceptional strategic support and project assistance, including scheduling and coordinating high-priority meetings, organizing meetings and workshops, running special events, and maintaining calendars, while upholding confidentiality and exercising discretion in handling sensitive matters. This is a fast-paced role and demands a high level of discretion, confidentiality, attention to detail, and flexibility. To be successful in this role, you will be a creative and positive self-starter with the right set of skills to take on a range of projects and work from concept to completion.

Responsibilities

• Manages telephone and email communications for respective leaders and responds or coordinates responses with relevant team members and follows up to ensure complete and timely responses.
• Collaborates on new and ongoing projects.
• Tracks and helps drive completion of key deliverables and follows up on outstanding items.
• Tasks include proofreading, fact checking, and editing papers and reports under the supervision of the Chair, Faculty, and Executive Administrator.
• Coordinates events for the Ben May Department of Cancer Research, including logistics, assistance with planning and preparing presentations, event outreach, and post-event write-ups.
• Prepares and coordinates letters of recommendation, faculty reports, conflict of interest statements, and other institutional documents for leaders’ submission.
• Manages faculty member’s individual finances including soliciting and processing travel arrangements and reimbursements, honoraria, and other internal and external receivables, to ensure timely dispersal of obligated payments.
• Orders supplies and equipment.
• Stays informed of activities relating to University programs and initiatives, apprising the leaders of issues when deemed necessary.
• Serves as an information gateway for general inquiries, including assistance with answering the main administrative phone line and general email.
• Assists in managing daily operation of the office and may assist in developing administrative goals and policies.
• Maintains the leaders’ calendar, exercising discretion and judgment as to priorities and effective use of the leader’s time.
• Coordinates special projects as directed by leader.
• May manage a portion of the leader’s budget, monitoring and reconciling accounts.
• May prepare financial and/or administrative reports.
• Assists in the planning and execution of faculty recruitment and promotions.
• Assists in office operations and department activities including social events.
• Processes reimbursements for students.
• Procures office supplies for the office, and labs as needed, and initiate payments to vendors.
• Updates Ben May Department of Cancer Research Website.
• 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: ---
• Preferred Qualifications Technical Skills or Knowledge: Proficiency with word processing applications and spreadsheets and databases preferred.
• Preferred Competencies Familiarity with central administration within a complex research university environment.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Handle public contacts with courtesy, clarity, and diplomacy.
• Handle sensitive and confidential situations and information with absolute discretion.
• Maintain calm and courteous demeanor and work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
• Excellent problem-solving skills.
• Use appropriate resources to resolve an issue.
• Follow an issue through to resolution.
• Considerable skill in working both independently and as a team member.
• Take initiative and organize and complete projects with minimal supervision.

Job Family & Details

• 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

Benefits

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.

University Safety Report

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.

About the University

The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world. We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government. To learn more about the university click here http://www.uchicago.edu/