Executive Assistant, University Communications

University of Chicago; Chicago (IL); Hybrid; USD 68,000 - 88,000; Full time

Job summary

The University of Chicago is seeking an experienced Executive Assistant to support four senior leaders in University Communications. The role requires discretion, exceptional organizational skills, and the ability to multi-task across calendars, travel, and confidential correspondence.

You will manage calendars, coordinate meetings and events, assist with day-to-day office operations, and support large projects.

Qualifications

• Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field.
• Bachelor’s degree and 8 years of senior administrative support experience are preferred.
• Strong communication, interpersonal and organizational skills; ability to handle confidential information.
• Experience with calendar management, travel coordination, and office operations.

Responsibilities

• Manage calendars for four executives with discretion over priorities.
• Provide overall office administrative support and coordinate meetings and events.
• Assist with travel arrangements, expense reports, and confidential correspondence.
• Coordinate with other university offices and external partners as needed.
• Support special projects and department communications tasks.

Skills

Calendar management

Discretion & confidentiality

Verbal & written comms

Project coordination

Interpersonal skills

Office administration

Education

Bachelor’s degree

Tools

Microsoft Outlook

Microsoft Word

Microsoft PowerPoint

Excel

Adobe Acrobat

Zoom

Job description

Department

COMM Office of the Vice President for Communications

About The Department

University Communications focuses on building the brand, enhancing the reputation, and growing public understanding of the University of Chicago, where rigorous inquiry shapes fields, creates a transformative education and experience, and confronts the most important problems of our time. The Communications team in collaboration with UChicago Creative, the University’s in-house creative agency, specializes in content creation, media relations, public affairs, brand strategy, and video and audio production for the University, while serving as a communication partner and center of excellence across UChicago.

Job Summary

The Executive Assistant provides administrative support for four executives, the Chief Communications Officer and three other senior communications leaders, and assists in general office operations and departmental activities. This position is ideal for an individual who has experience interacting with various levels of senior leadership internally and externally and multi-tasking, who can anticipate needs and proactively address them, and who demonstrates exceptional communication, planning, problem-solving, and organizational skills as well as attention to detail.

The EA manages calendars, exercising considerable discretion and judgment as to priorities when scheduling for three high-level and busy schedules. The EA oversees scheduling and coordination of meetings, conferences, and special events and coordinates travel arrangements as needed. The EA also supports other senior staff in the office with key tasks as needs arise, assists with some of the department’s day-to-day communications work and special projects, sometimes coordinating with other university offices. In addition, the EA performs general office duties, including greeting guests, answering the office’s main phone line, completing expense reports, ordering supplies, and supporting other assignments as necessary.

Responsibilities

• Manage calendars for four executives, which involves exercising considerable discretion and judgment as to priorities and effective use of their time.
• Serve as the overall office administrative support.
• Assist in keeping Chief Communications Officer on schedule and prepared for meetings and events throughout the day.
• Manage all forms of communication in representing the executives and department to other University offices and outside agencies and preparing confidential correspondence.
• Ensure all inquiries are routed appropriately and in a timely manner.
• Organize, execute, and assist with team activities (staff meetings, off-sites, and team social events).
• Support the department’s occasional large events, including reserving space, coordinating with vendors and guests, managing invites and registration, and supporting A/V needs.
• Manage team space, including ensuring supplies are ordered and stocked and that the space is kept organized and tidy.
• Assist with travel requests when needed.
• Manage invoicing and accounts payable process through Oracle, including resolving billing issues with vendor and escalating issues as needed.
• Manage a variety of special projects and events as assigned.
• Assist with the office’s communications work and special projects as needed.
• 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.
• 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.
• 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

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.

Education

• Bachelor’s degree.

Experience

• 8 years of senior administrative support.
• Familiarity with central administration within a complex academic environment.
• Considerable experience with Microsoft Outlook and Word required; experience with Zoom, Microsoft PowerPoint, Excel and Adobe Acrobat.

Preferred Competencies

• Excellent oral and written communication skills.
• Excellent interpersonal and customer service skills.
• Ability to take initiative and adapt and respond in a fast-paced and time-sensitive environment.
• Ability to handle public contacts with courtesy, clarity, and diplomacy.
• Ability to handle sensitive and confidential situations and information with absolute discretion and tact.
• Ability to maintain calm and courteous demeanor and to work productively despite multiple competing priorities, complex problems, and tight deadlines.
• Ability to look around corners and anticipate needs or areas for improvement.
• Ability to identify opportunities for and learn to use technology to help create efficiency and productivity.
• Ability to interact effectively with other University staff (including executive assistants in other offices), University officers, trustees, and affiliated vendors.
• Excellent problem-solving skills; ability to use appropriate resources to resolve an issue.
• Impeccable attention to detail.
• Empathic and emotionally intelligent, tuned in to others.
• Considerable skill in working both independently and as a team member.
• Ability to take initiative and organize and complete projects with minimal supervision.
• Highly motivated, organized individual who is able to work effectively.
• Proficiency with word processing and presentation applications and spreadsheets and databases.

Working Conditions

• Standard office environment.
• Ability to sit continuously for 2 to 4 hours and use computers extensively for 2 to 4 hours.
• In-person role on Hyde Park campus, with option to work remotely most Fridays.

Application Documents

• Resume (required)
• Cover Letter (preferred)

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

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 - $88,000.00

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.