Senior Executive Assistant & Hybrid Office Operations Lead

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

Job summary

The Center for Translational Data Science (CTDS) at the University of Chicago is seeking an Executive Administrative Assistant to support the Director and senior leadership. This role focuses on calendar management, project coordination, and confidential correspondence to ensure smooth daily operations.

The ideal candidate has 7+ years of related experience, excels at multitasking, and can manage budgets and cross‑unit communication in a fast‑paced university environment.

Qualifications

• Minimum requirements include vocational training or the equivalent experience in related field.
• 7+ years of work experience in a related job discipline.
• Experience supporting senior leadership in academic/healthcare settings.
• Strong organizational and multitasking abilities with discretion.
• Proven scheduling, calendar management, and correspondence skills.
• Familiarity with budgets, expenses, and office operations.

Responsibilities

• Provides comprehensive advanced administrative support to the Center's faculty director and senior leadership for a diverse set of activities.
• Implements, oversees, and acts as gatekeeper for all aspects of scheduling for the Center’s faculty director.
• Represents the Director and University in internal and external correspondence; builds diverse relationships.
• Responds to inquiries, triages correspondence, and resolves routine and complex issues.
• Researches, compiles, and analyzes data for letters, reports, and documents; assists with grants and manuscripts.
• Organizes Center projects, events, and initiatives; liaises between programs and participants.
• Manages expense reports and assists with budget monitoring and reconciliation.
• Oversees office space across locations; coordinates repairs and upgrades.
• Provides confidential support for a leader; coordinates information flow to the University.
• Prepares reports and summaries; helps develop administrative goals and policies.
• Performs other related work as needed.

Skills

Scheduling

Budget reconciliation

Executive communications

Project coordination

Office software

Hybrid work experience

Discretion with confidential matters

Education

Vocational training or related experience

Tools

Microsoft Office

Google Suite

Job description

The Center for Translational Data Science (CTDS) at the University of Chicago is seeking an Executive Administrative Assistant to support the Director and senior leadership. This role focuses on calendar management, project coordination, and confidential correspondence to ensure smooth daily operations.

The ideal candidate has 7+ years of related experience, excels at multitasking, and can manage budgets and cross‑unit communication in a fast‑paced university environment.