Senior Executive Operations & Administrative Specialist

University of Chicago; Chicago (IL); Hybrid; USD 65,000 - 80,000; Full time

Job summary

The University of Chicago seeks an Operations and Administrative Specialist to provide comprehensive administrative and operational support to the Office of the Vice President for Research. You will manage the senior leader's calendar, coordinate internal events, and support office projects with discretion and proactive problem-solving.

This role requires superb organization, ability to work in a fast-paced academic environment, and a passion for research infrastructure and policy.

Qualifications

• Minimum qualifications include a university or college degree; related administrative experience accepted.
• 7+ years of work experience in an administrative or office-support role.

Responsibilities

• Manage senior executive calendar, emails, and correspondence with discretion.
• Coordinate full lifecycle of internal events from planning to execution.
• Prepare agendas and briefing materials for leadership.
• Coordinate travel requests and itineraries.
• Track expenses, reimbursements, and invoices per university policies.
• Serve as first point of contact for visitors and inquiries.
• Support HR-related activities and onboarding for staff.
• Lead office projects with status reports and timelines.
• Prepare reports and assist with policy development.
• Oversee vendor coordination and office supplies

Skills

Calendar management

Executive support

Event planning

Travel logistics

Communication

Education

Bachelor's degree (preferred)

Experience in academic setting (preferred)

Tools

Workday

Microsoft Office Suite

Job description

The University of Chicago seeks an Operations and Administrative Specialist to provide comprehensive administrative and operational support to the Office of the Vice President for Research. You will manage the senior leader's calendar, coordinate internal events, and support office projects with discretion and proactive problem-solving.

This role requires superb organization, ability to work in a fast-paced academic environment, and a passion for research infrastructure and policy.