Executive Operations & Events Specialist

The University Of Chicago; Chicago, Northern (IL, KY); Hybrid; USD 65,000 - 80,000; Full time

Job summary

The University of Chicago seeks an Operations and Administrative Specialist to provide comprehensive support to the Office of the Vice President for Research. You will manage a senior leader’s calendar, coordinate internal events, prepare briefing materials, and support office-wide projects and initiatives.

Ideal candidates are highly organized, discreet, and proactive in a fast-paced academic environment, with a passion for research infrastructure, operations, and policy.

Qualifications

• 7+ years of work experience in a related job discipline.
• Experience supporting a senior leader or executive in a complex organization.
• Strong written and verbal communication skills.
• Experience coordinating event logistics and travel.
• Familiarity with university systems such as Workday.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Provide calendar management for a senior executive.
• Prepare meeting agendas, briefing materials, and background documents.
• Coordinate travel requests and itineraries.
• Manage office administration, vendor coordination, and filing.
• Track expenses, reimbursements, and invoices.
• Plan and execute office events and meetings end-to-end.
• Support HR-related activities and onboarding as needed.
• Assist with planning and supporting office-wide projects.

Skills

Executive support

Calendar management

Event logistics

Communication skills

Discretion and judgment

Education

Vocational training / related field experience

Bachelor's degree preferred or equivalent experience

University research exposure preferred

Tools

Workday

Microsoft Office Suite

AI tools (Claude)

Job description

The University of Chicago seeks an Operations and Administrative Specialist to provide comprehensive support to the Office of the Vice President for Research. You will manage a senior leader’s calendar, coordinate internal events, prepare briefing materials, and support office-wide projects and initiatives.

Ideal candidates are highly organized, discreet, and proactive in a fast-paced academic environment, with a passion for research infrastructure, operations, and policy.