Senior Executive Assistant to Academic Leaders

Pre-Doctoral in Economics Program (PREP); Chicago (IL); Hybrid; USD 60,000 - 90,000; Full time

Benefits offered by this job

Hybrid work option

Job summary

The University of Chicago is seeking an Executive Administrative Assistant to provide confidential, high-level office support within the Biological Sciences Division, with primary support for the Vice Deans of Academic Affairs and Community and Divisional Values.

The role includes coordinating calendars, arranging meetings, preparing correspondence, and supporting People Services projects, including recruitment and onboarding, in a hybrid work environment.

Qualifications

• Minimum 7+ years of related work experience.
• Vocational training, apprenticeships or equivalent experience (not typically requiring a four-year degree).
• Certification in administrative support is not required.

Responsibilities

• Assist and provide administrative oversight for relevant projects, including updating project plans and timelines, scheduling meetings, and coordinating resources.
• Responsible for administrative services and scheduling support for BSD-led faculty and physician recruitment.
• Planning and execution of deliverables for standing meetings and projects within the department, including COAP meeting scheduling and coordination.
• Provide and manage administrative, expense and logistic support for the office suite, including calendar management, room reservations, expense management, mail, travel logistics, and recruitment efforts, all with confidentiality.
• Prep, set up, execute, and follow up on meetings, interviews, functions, and projects with timely oversight.
• Organize and manage meetings, off-sites and team-based events for training and development.
• Track and help drive completion of key deliverables and follow up on outstanding items.
• Coordinate with staff on projects to help with goals and deliverables.
• Initiates correspondence and other written materials under own signature or for signature of the leader.
• Maintains the leader’s calendar, exercising discretion and judgment as to priorities.
• Coordinates special projects, prepares write ups, and may manage portions of the leader’s budget and reports.
• Provides confidential and high-level administrative support for a leader; stays informed of university programs and initiatives.

Skills

Calendar management

Executive support

Budget reconciliation

Project management

Confidentiality

Education

Bachelor's degree

Tools

Microsoft Outlook

Excel

PowerPoint

Word

Job description

The University of Chicago is seeking an Executive Administrative Assistant to provide confidential, high-level office support within the Biological Sciences Division, with primary support for the Vice Deans of Academic Affairs and Community and Divisional Values.

The role includes coordinating calendars, arranging meetings, preparing correspondence, and supporting People Services projects, including recruitment and onboarding, in a hybrid work environment.