The University of Chicago is hiring an Executive Assistant to provide comprehensive support for three Research Deans (Vice Dean for Basic Science Research, Vice Dean for Clinical Science Research, and Associate Dean for Basic Science Research) within the BSD Dean’s Office. This pivotal role independently organizes activities and projects, manages correspondence, and coordinates strategic initiatives.
What You'll Do
- Provide complete calendar management for three Research Deans, including scheduling meetings and travel.
- Manage meetings for several standing Dean's Office committees, including scheduling, invitations, room reservations, AV, agenda development, and refreshments.
- Develop meeting itineraries and organize travel for strategic faculty recruitment visits.
- Provide administrative oversight for BSD projects, updating plans, scheduling meetings, coordinating resources, and assisting with tracking and reports.
- Manage Dean's Office events, such as special lectures and town halls.
- Provide administrative, expense, and logistic support including calendar management, room reservations, expense management, mail, and travel logistics.
- Support annual planning processes, business planning, and performance review cycles.
- Track and help drive completion of key deliverables and follow up on outstanding items.
- Provide confidential and high-level administrative support, staying informed of University programs and initiatives.
- Initiate correspondence and written materials, triage emails and calls, and resolve routine and complex inquiries.
- Prepare special reports and summaries, assist in managing daily office operations, and may assist in developing administrative goals and policies.
- Coordinate special projects, prepare recommendations for operational problems, and may manage a portion of the leader's budget.
- Perform other related work as needed.
What We're Looking For
- Vocational training, apprenticeships, or equivalent experience in related field (not typically a four-year degree).
- Knowledge and skills developed through 7+ years of work experience in a related job discipline.
Nice to Have
- Prior experience as an executive assistant in an academic environment.
- Experience scheduling for and supporting multiple leaders (2-3) at once.
- Experience creating, editing, proofing, and sending executive communication on behalf of supported offices.
- Experience tracking and reconciling expenses.
- Advanced experience in Microsoft Outlook, Excel, PowerPoint, and Word.
Technical Stack
- Microsoft Outlook
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft Word
Team & Environment
Reports directly to the Associate Dean for Basic Science Research. Supports three Research Deans as part of the BSD Dean's Office.
Benefits & Compensation
- Compensation range: $60,000.00 - $90,000.00
- Health, retirement, and paid time off benefits (details in Benefits Guidebook).
Work Mode
This is an onsite position located in Chicago, IL.
The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law.
