Executive Assistant - JR27083-3800

University of Chicago - Chicago, IL

Full-time

Chicago, IL

Educational Services

About the position

The University of Chicago Crime Lab is seeking an experienced Executive Assistant to support the Executive Director of our Community Violence Intervention Leadership Academy (CVILA). This role is crucial in managing the day-to-day operations of the Executive Director, ensuring that all administrative tasks are handled efficiently and effectively. The Executive Assistant will be responsible for coordinating daily schedules, maintaining calendars, scheduling meetings, reserving venues, booking travel, and managing all forms of correspondence including mail and phone communications. This position requires a high level of confidentiality and discretion, as the assistant will be privy to sensitive information and will need to stay informed about various University programs and initiatives. In addition to standard administrative duties, the Executive Assistant will play a key role in planning and organizing both internal and external meetings. This includes identifying and booking meeting spaces, ordering refreshments, preparing agendas, and taking minutes. The assistant will also manage operational tasks for the leadership team, which may involve reconciling accounts, submitting invoices, and preparing financial reports. The role will require significant logistical support for the CVILA program team, including coordinating with venues, scheduling travel for out-of-town participants, and tracking attendee arrangements. The Executive Assistant will also lead or contribute to various special projects, coordinate with other administrative staff within the Crime Lab, and initiate correspondence on behalf of the Executive Director. This position is vital for maintaining the efficiency of the office and ensuring that the Executive Director's time is utilized effectively. The assistant will also prepare special reports and summaries, assist in managing daily operations, and may help in developing administrative goals and policies. Overall, this role is integral to the success of the CVILA and the broader mission of the University of Chicago Crime Lab.

Responsibilities

• Provides high-level administrative support for the Executive Director, Community Violence Intervention Leadership Academy (CVILA).
• Coordinates daily schedules, maintains calendars, schedules meetings, reserves venues, books travel, and manages mail, phone, and other correspondence.
• Provides confidential and high-level administrative support for the Executive Director, staying informed of activities relating to University programs and initiatives.
• Plans and organizes internal and external meetings, including identifying and booking meeting space, ordering refreshments, and preparing agendas and minutes.
• Manages operational tasks for the leadership team, including interpreting requests, reconciling accounts, submitting invoices, and processing reimbursements.
• Offers significant logistical support to the CVILA program team by implementing plans for meetings, events, and other offsite activities.
• Leads and/or contributes to various special projects.
• Coordinates and liaises with other administrative staff within the Crime Lab.
• Initiates correspondence and other written materials under own signature or for signature of the leader, triaging emails and telephone calls for action.
• Prepares special reports and summaries, assists in managing daily operations of the office, and may assist in developing administrative goals and policies.

Requirements

• Minimum requirements include vocational training, apprenticeships or equivalent experience in a 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

• High School Diploma.
• Experience in an administrative role reporting directly to upper management.
• Strong oral and written communication skills.
• Ability to professionally interact with researchers, funders, and other key external stakeholders.
• Ability to work independently, problem solve, and manage multiple, concurrent tasks.