Executive Assistant to Dept Chair – Microbiology (Hybrid)

Biological Sciences Division at the University of Chicago; Chicago (IL); Hybrid; USD 60,000 - 90,000; Full time

Job summary

Biological Sciences Division at the University of Chicago seeks an Executive Assistant to support the Chair of the Department of Microbiology. The role is central to coordinating calendars, communications, travel, and events while safeguarding confidential information.

Responsibilities include managing internal/external communications, arranging domestic and international travel, preparing reports, and assisting in faculty recruitment and departmental initiatives.

Qualifications

• Bachelor’s degree in business, communications, public administration, health administration, or related field.
• 7+ years of progressively responsible administrative experience supporting senior leadership.
• Experience in a large research university, academic medical center, or scientific research department preferred.
• Excellent written and verbal communication and ability to handle confidential information.

Responsibilities

• Serve as first‑line resource and primary contact for the Chair’s office; welcome visitors and triage inquiries.
• Coordinate information flows to faculty, staff, and administration; communicate key decisions and updates.
• Maintain discretion with sensitive personnel, research, and financial matters.
• Plan domestic and international travel for the Chair; manage reimbursements and expenses.
• Prepare reports, summaries, and presentations for leadership using internal/external data.

Skills

Calendar management

Event planning

Travel coordination

Confidential executive support

Education

Bachelor’s degree in business, communications, public administration, health administration, or related field

Tools

Microsoft Office 365

Zoom / Microsoft Teams

Dropbox / Box / Google Workspace

Job description

Biological Sciences Division at the University of Chicago seeks an Executive Assistant to support the Chair of the Department of Microbiology. The role is central to coordinating calendars, communications, travel, and events while safeguarding confidential information.

Responsibilities include managing internal/external communications, arranging domestic and international travel, preparing reports, and assisting in faculty recruitment and departmental initiatives.