Administrative Aide

University of Illinois - Chicago, IL

Full-time

Chicago, IL

Educational Services

About the position

The Administrative Assistant for the Investment Office at the University of Illinois Foundation provides essential executive administrative support to the Chief Investment Officer and the Investment Office. This role involves managing schedules, coordinating travel, and ensuring smooth office operations while adhering to Foundation protocols. The position is crucial for maintaining efficient operations and facilitating communication within the office and with external stakeholders.

Responsibilities

• Coordinates Investment Office staff schedules, calendars, and travel for meetings and projects.
• Follows up with project participants to ensure project timelines are met.
• Exercises independent judgment for travel arrangements for the Investment Office.
• Processes financial transactions and monitors budgetary expenditures.
• Reports reimbursements and prepares complex travel vouchers for the Investment Office.
• Assists CIO and Investment Staff with the design and production of board-related materials and communications.
• Manages confidential documents and adheres to data standards for storage and maintenance.
• Administers operational activities of the investment office, including landlord and security issues.
• Facilitates day-to-day responsibilities at the front desk, handling correspondence and communication.

Requirements

• Bachelor's degree or equivalent work experience required.
• Demonstrated ability to work in a fast-paced office environment.
• Strong organizational and time management skills.
• Proven ability to manage multiple tasks and shifting priorities.
• Critical thinking skills and capability to make independent decisions.
• Excellent verbal and written communication skills.
• Attention to detail and ability to maintain confidentiality.
• Strong interpersonal skills and professionalism.
• High proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Willingness to learn additional applications used in the Investment Office.
• Knowledge of office equipment such as printers and scanners.