Executive Support Manager

uchicago; Chicago (IL); On-site; USD 90,000 - 120,000; Full time

Job summary

The University of Chicago Office of College Admissions seeks an Executive Support Manager to provide high-level administrative and strategic support to senior admissions leadership. You will exercise independent judgment on priorities, scheduling, and special projects while advising on office procedure.

You will manage daily operations for the VP, AVP, and Dean; coordinate travel; prepare briefings; staff leadership meetings; and oversee confidential matters and budgets in a fast-paced

Qualifications

• 7+ years of experience in executive support or related field.
• Bachelor's degree preferred.
• Experience supporting senior executives and managing calendars.
• Experience with expense management and reconciliation, preferably via GEMS.
• Knowledge of University resources is a plus.

Responsibilities

• Manage daily operations for the VP, AVP, and Dean of College Admissions.
• Coordinate executive travel domestically and internationally.
• Prepare briefings and event materials for leadership.
• Staff Board meetings and coordinate information flow with partners.
• Monitor budgets and prepare financial/administrative reports.
• Triage emails and phone calls; handle confidential matters.
• Support special projects and improve office efficiency.

Skills

Interpersonal communication

Verbal communication

Written communication

Confidentiality

Time management

Organization

Customer service

Education

Bachelor's degree

Tools

MS Office

Box

Concur

Workspace

Zoom

Job description

Department

ESA Undergraduate Admissions - Group 1

About the Department

The Office of College Admissions has a staff of over 40 people, most of whom are Admissions Counselors. They manage marketing to and recruitment of prospective students as well as the admissions process for first year and transfer students into The College, and summer programs for high school students. The Office of College Admissions is a forward-facing department often providing the first impression of UChicago to visitors in-person and virtually as well as telephonically and via email engagement. Of its several schools and departments, The College is the single-largest entity and this office is responsible for bringing to campus a class of students with a diverse set of backgrounds who are prepared to take on rigorous academics while engaging with the University, surrounding neighborhood, and city of Chicago. http://www.collegeadmissions.uchicago.edu.

Job Summary

The Executive Support Manager provides high-level administrative and strategic support to senior admissions leadership, exercising independent judgment on priorities, scheduling, and special projects while advising on office procedure and policy.

Responsibilities

• Manages the daily operations and front-line support for the office of the Vice President, Associate Vice President, and Dean of College Admissions.
• Exercises independent judgment in managing complex, competing travel and meeting priorities.
• Creates and prepares daily briefings, event briefings for senior leadership, and coordinates high profile events and programs.
• Supports coordination of leadership travel domestically and internationally throughout the year.
• Develops recommendations on operational and administrative matters for the Vice President and Dean's review to support developing and implementing new processes to improve office-wide efficiency.
• Serves as a back-up for the College Admissions Office Manager, managing the day-to-day operations of the office and managing student staff.
• Exercises discretion in handling confidential matters related to personnel, budget planning, and executive scheduling on behalf of senior leadership.
• Stays informed of activities relating to University programs and initiatives, apprising leadership of issues when deemed necessary. Coordinates information flow from leadership to University partners and leadership as directed. May staff Board of Directors meetings.
• Initiates correspondence and other written materials under own signature or for signature of leadership. Triages emails and telephone calls for action. Resolves routine and complex inquiries.
• 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

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

Education:

• Bachelor's degree.

Experience:

• Managing and working with fast-paced senior executives.
• Creating briefings and anticipating scheduling and administrative needs for leadership.
• Background with expense management and reconciliation, preferably through the GEMS system.
• Managing vendors, supply orders, inventories, and related budgets.
• Knowledge of University of Chicago resources and programs.

Technical Skills or Knowledge:

• Demonstrated proficiency with MS Office (Word, Excel, PowerPoint, and Outlook).
• Competence with online databases and tools, such as Box, Concur, Workspace, and Zoom.

Preferred Competencies

• Excellent interpersonal, verbal, and written communication.
• Customer service skills including confidence and professionalism over phone and email communications.
• Handle multiple detailed tasks/projects simultaneously, set priorities and streamline projects and processes, while meeting strict deadlines with frequent interruptions.
• Maintain strict confidentiality of sensitive information.
• Manage high volumes of visitors with a positive outlook and a can‑do attitude.
• High level of attention to detail and strong organizational skills.
• Manage schedules and shift assignments for employees.

Application Documents

• Resume/CV (required)
• Cover Letter (required)
• References Contact Information (3)(required)

Note

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