Executive Assistant, CSEi

Full-time - Entry Level

Chicago, IL

About the position

The Climate Systems Engineering initiative (CSEi) is a new University-wide research initiative seeded in the Physical Sciences Division (PSD) and part of a broader multi-disciplinary climate and energy focus at the University of Chicago, anchored in the Institute for Climate and Sustainable Growth. This initiative addresses the science, technology, and public policy of technologies that can reduce or reverse the harms from accumulated greenhouse gasses, including open-systems carbon removal, solar geoengineering, and local interventions to slow the melting of glaciers. CSEi conducts research across fields such as engineering, physical and biological sciences, and the social sciences, as well as humanistic approaches to behavioral science and ethics. The initiative brings together a multi-disciplinary and highly collaborative group of faculty and researchers and will leverage the global network and presence of the University of Chicago with key partnerships across the world. The Climate Systems Engineering initiative (CSEi) seeks a highly skilled Executive Assistant to independently manage advanced and diversified administrative responsibilities in support of CSEi Director, Professor David Keith. This role involves creating structures to organize and coordinate high-profile deliverables. The individual will oversee office operations to advance the objectives of the CSEi and the Institute for Climate and Sustainable Growth, driving outcomes that influence the broader University community. The position requires managing complex administrative tasks and projects with minimal supervision, balancing competing priorities and tight deadlines. A successful candidate will demonstrate initiative, adaptability, problem-solving abilities, and meticulous attention to detail, as well as proficiency in technical tools and strong interpersonal communication skills.

Responsibilities

• Serves as a trusted advisor and project manager for the executive, taking ownership of critical initiatives, ensuring alignment with institutional priorities, and driving projects to successful completion.
• Independently manages high-level strategic meetings and events with trustees, donors, faculty, civic leaders, and other stakeholders, serving as the executive’s representative when appropriate.
• Oversees the development and implementation of operational plans and processes that enhance the efficiency and effectiveness of the executive’s office.
• Provides high-level support for the executive.
• Proactively relieves the executive of as much administrative detail as possible by efficiently and independently performing all duties.
• Manages the executive’s complex and highly dynamic calendar, prioritizing competing demands with minimal oversight and ensuring optimal use of the executive’s time.
• Oversees the preparation and distribution of meeting materials, presentations, and other documentation, ensuring accuracy, consistency, and alignment with the executive’s goals.
• Drafts, reviews, and finalizes high-level communications and publications for internal and external audiences, ensuring they reflect the executive’s voice and institutional objectives.
• Conducts in-depth research and prepares data-driven reports, memos, and presentations that inform executive decision-making.
• Leads the preparation of grant proposals, publications, and strategic documents, ensuring adherence to all institutional and external guidelines and standards.
• Designs and manages detailed travel plans, itineraries, and agendas, ensuring seamless coordination for domestic and international engagements.
• Administers financial processes, including budget tracking, expense reconciliation, and purchasing, in collaboration with institutional financial administrators.
• Functions as the primary point of contact for the executive’s office, handling sensitive and complex inquiries with professionalism and discretion.
• Builds and maintains relationships across the University, laboratory affiliates, and external partners to advance the executive’s strategic initiatives.
• Ensures the smooth operation of the executive’s office by independently managing workflows, processes, and resources.
• Establishes and maintains systems for document management, correspondence tracking, and internal communications.
• Exercises independent judgment in resolving challenges, escalating issues only when necessary, and maintaining strict confidentiality across personnel, financial, and strategic matters.
• Anticipates the executive’s needs and proactively addresses potential issues, ensuring seamless and efficient operations.
• 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.
• Coordinates information flow from leader's office to University.
• May staff Board of Directors meetings.
• Relieves leaders of administrative responsibilities.
• 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.

Requirements

• Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
• Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Nice-to-haves

• Associate degree in business administration, or a related field.
• Bachelor’s degree in business administration, or a related field.
• Minimum of 5 years assisting a C-Suite Executive, ideally in an entrepreneurial or start-up, fast-paced environment.
• Working in an entrepreneurial academic unit, complex research institution, or technical business setting with a start-up, fast-paced environment.
• Extensive calendar management and complex travel arrangement experience.
• Coordinating in-person and virtual meetings.
• Composing written business communications and editing and proofreading material written by others.
• Proficiency with MS Office (Word, Excel, PowerPoint) and web-based communication methods and tools.
• Unusually strong technical experience evidenced by proficiency in common office software applications, such as Outlook, Word, Excel, PowerPoint, Adobe Acrobat, Box/Google Docs, and interest in using or tailoring specialized office software.
• Knowledge of visa-related processes/communications/liaisons for international travel and recruiting.

Benefits

• The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.