Executive Assistant
The University of Chicago

Job Info

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Department

EPIC - Adminstration and Operations

About the Department

The University of Chicago Institute for Climate and Energy (CEI) is a groundbreaking effort uniting faculty from across the university to advance society's understanding of our energy and climate future. The Institute combines faculty insights in energy markets and policy, climate systems engineering, and energy technology to produce world-changing ideas while also investing in the next generation of energy and climate thinkers, leaders, and innovators through novel educational programs.

Job Summary

The Executive Assistant will independently manage multiple administrative and management tasks, providing high-level support to organizational leadership to the Faculty and Executive Director of the Institute. Must be able to provide a wide variety of exceptional strategic support and project assistance including scheduling and coordinating high-priority meetings, organizing meetings and workshops, running special events, and maintaining calendars, while upholding confidentiality and exercising discretion in handling sensitive matters. Responsible for planning, directing, coordinating and managing daily operations individual organization units, and centers or academic departments. Responsibilities are diverse and general in nature and may reflect more than one functional area.

This position provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services.

Responsibilities

• Provides high-level, complete, strategic oversight of schedule and engagements including triaging and confirming internal and external invitations; develops and communicates agenda and meeting expectations; and leads follow-up with meeting participants for resulting deliverables.
• May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports at the direction of the Director of Administrative Support.
• Organizes on- and off-campus meetings including dinners, workshops and other special events. Coordinates speakers, handling all travel arrangements and reimbursements using E Payment; handles speaker's itinerary; makes room reservations in ASTRA, arranges for ground transportation.
• Manages day-to-day expenses and reconciliations of expense reports and work in collaboration with the finance administrator with soliciting and processing travel reimbursements, and other internal and external receivables, to ensure timely dispersal of obligated payments using GEMS.
• Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary.
• Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
• Assists Executive Director's team with scheduling meetings both internally and externally.
• Prepares special reports and summaries.
• Coordinates onsite lunches which consist of ordering, setup and breakdown.
• Stays informed of activities relating to University programs and initiatives, apprising the faculty of issues when deemed necessary.
• May coordinate research support, including recommending various personnel actions related to research staff including, but not limited to, hiring, performance appraisals, and promotions, determining work priorities and scheduling workflow to meet deadlines and ensuring accuracy and timeliness of work.
• Prepares faculty annual report using Interfolio. Prepares and coordinates letters of recommendation for graduate students and postdocs.
• Creates lecture materials and schedules Zoom calls for graduate classes taught by the faculty member. Prepares PowerPoint presentation materials and exams.
• Assists with processing faculty recruitment cases as needed.
• Monitors faculty member's internal and external communications to maximize research impact and exposure.Handles sensitive written and telephone communications effectively in a professional manner at all times; answers, screens, and directs communications with utmost courtesy, professionalism, and confidentiality. Composes and edits emails, letters, memos, reports and meeting agendas. Monitors faculty member's website, course sites and special websites for specific events or research.
• Guides projects from onset to completion, with a particular focus on the leaders' many external, internal, and publication related deadlines, accountable to ensure deadlines are monitored, and met on time. May be responsible for obtaining permissions and copyright registrations.
• Assists students with submission of school applications.
• Assists Director of Administrative Support with Faculty Director's scheduling and projects.
• Coordinates with the Institute's adviser primary administrative support on scheduling when on campus.
• 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.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages 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).
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Work Experience:
Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.
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Certifications:

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Preferred Qualifications

Education:

• Four-year bachelor's degree in a related field.

Experience:

• At least 5 years of experience providing administrative support, preferrably for faculty.
• Calendaring, planning special events, and scheduling complex appointments and high-profile meetings.
• Coordinating complex domestic and international travel.
• Obtaining visas for international travel.
• Familiarity with University financial policies and procedures and with domestic and international tax regulations.

Technical Skills or Knowledge:

• Proficiency in Microsoft Outlook, Excel, PowerPoint, and Word.Experience in project management.
• Demonstrated knowledge of University financial systems.

Preferred Competencies

• Excellent organizational and analytical skills with high-level of accuracy and sharp attention to detail.
• Superior interpersonal skills and work effectively with a wide range of individuals and constituencies in a diverse professional environment.
• Demonstrated excellence in written and verbal communication.
• Handle highly confidential and sensitive materials and situations.
• Effectively manage a heavy workload, competing priorities, and tight deadlines.
• A quick, self-learner with ability to initiate, organize, prioritize and complete multiple, high-level projects; meet tight deadlines; and work effectively with minimal supervision in a fast-paced environment.
• Demonstrated ability to anticipate and respond to future needs.
• Works well independently and in a team environment.
• Use appropriate resources and follow an issue through to resolution.
• Demonstrate sound judgment, solve problems, and make effective decisions.

Working Conditions

• Office environment; writing and typing, work at a computer for multiple hours.
• May need to be available outside of regular business hours and on weekends when director is traveling.
• Fast-paced environment.

Application Documents

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

When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

Individual Contributor

FLSA Status

Non-Exempt

Pay Frequency

Biweekly

Scheduled Weekly Hours

37.5

Benefits Eligible

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at:http://securityreport.uchicago.edu.Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

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