Executive Assistant to Officer or Dean | University of Chicago (UC) - Military Veterans

Location: Chicago, IL Job Description: Manages all business matters related to the Dean. Anticipates the needs of the Dean and takes initiative to meet them. Ensures the Dean is well prepared for all meetings, events, and presentations by crafting required materials and having pertinent information readily available for the Dean as needed. Provides high-level, complete, strategic oversight of schedule and engagements including triaging and confirming internal and external invitations; development and communication of agenda and meeting expectations; and leading follow-up with meeting participants for resulting deliverables. Independently manages the Deans complex and active calendar, complex travel reservations and logistics. Exercises considerable judgment and problem-solving itinerary changes or challenges accommodating unanticipated events/developments as they arise to prioritize and ensure the effective use of the Deans time. Guides projects to completion and solves problems for the Dean using available resources, savvy, and discernment. Organizes on- and off-campus meeting logistics and events for the Dean, including agenda and meeting materials development and distribution, managing attendance, making room reservations, and handling catering needs. Identifies clear meetings purpose/objectives, validates attendee lists/notifications, communicates required prework/deliverables, and manages necessary follow-ups. Develops a firm grasp of the strategic contacts, relationships, and initiatives important to the Dean and the Deans Office to manage scheduling and communication, apprising the Dean and the Chief of Staff of issues as necessary. Monitors the Deans internal and external communications; handles sensitive written and telephone communications effectively in a professional manner at all times by answering, screening, triaging, and directing communications with utmost courtesy, professionalism, and confidentiality. Composes and edits emails, letters, memos, reports and meeting agendas. Initiates correspondence and other written materials under own signature or for signature of the Dean.  Manages all day-to-day finances, reimbursements, and reconciliation of expense reports for the Dean on an ongoing basis. Provides some confidential and high-level administrative support for the Chief of Staff. Independently manages the front desks day-to day-operations for the Deans Office and provides excellent service to guests both in person and via phone. Troubleshoots issues and questions as they arise. Serves as liaison for the Deans research group, including personnel actions, onboarding, purchasing, reimbursements, accounts payable, space assignments, and requesting building and lab access. Works with partners across the University, the Medical Center, laboratory affiliates, and external partners to coordinate the Dean or Officers strategic meetings and events with trustees, donors, deans, officers, staff, civic and government leaders, diplomats, faculty, and others. Independently manages, oversees and implements projects as directed by their Dean or Officers vision. Prepares and maintains sensitive project plans, budgets, and requirements often with deadline pressures. Tracks progress, solves problems, and provides regular updates to their executive. 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. Preferred Qualifications Education: Bachelors degree. Experience: Extensive senior-level administrative experience. Background working in higher education and in a high-level executive setting. Familiarity with a complex research university environment and working in an academic unit. Technical Skills or Knowledge: Proficiency with Microsoft Office Suite, Zoom, Adobe Acrobat, financial reporting systems. Preferred Competencies Demonstrated ability to develop collaborative relationships throughout the University community and handle public contacts with courtesy, clarity, and diplomacy. Demonstrated ability to multitask and meet deadlines in a challenging, fast-paced work environment. Demonstrated ability to use sound judgement, anticipate potential problems and address them before they arise. Exceptional attention to detail and complete tasks thoroughly and with accuracy. Acumen to interact with a diverse and distinguished range of colleagues and visitors. Excellent oral and written communication skills. Excellent interpersonal and customer service skills. Considerable skill in working both independently and as a team member. Take initiative and organize and complete projects with minimal supervision. Working Conditions Occasional evening and weekends. Standard office environment, fast-paced. Sit for 4-6 hours. Lift and/move objects up to 20 lbs. Application Documents Resume/CV (required) Cover Letter (required) References Contact Information (3)(preferred) The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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 the Applicant Inquiry Form. 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: 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.