Executive Assistant to the Dean of the Divinity School

University of Chicago - Chicago, IL

Full-time - Entry Level

Chicago, IL

Educational Services

About the position

The University of Chicago Divinity School is seeking a dedicated and versatile Executive Assistant to support the Dean. This role is crucial in managing a variety of administrative tasks and projects that require a high level of discretion and independent judgment. The Executive Assistant will be responsible for overseeing the Dean's complex calendar, ensuring that all meetings and engagements are prioritized effectively. This position demands a proactive approach, as the assistant will need to anticipate the needs of the Dean and act accordingly, relieving the Dean of as much administrative detail as possible. The ideal candidate will possess strong organizational skills, emotional intelligence, and the ability to handle sensitive information with confidentiality. In addition to managing the Dean's calendar, the Executive Assistant will coordinate travel arrangements, prepare presentations, and draft communications. The role involves maintaining both physical and electronic files, processing mail, and managing financial transactions related to the Dean's activities. The assistant will also serve as the first point of contact for visitors and inquiries, requiring excellent interpersonal skills and the ability to communicate effectively with a diverse range of individuals. The position requires collaboration with senior staff and faculty, attending various meetings, and supporting administrative tasks related to faculty recruitment and special events. The Executive Assistant will need to exercise independent judgment and maintain a high level of professionalism while managing multiple priorities in a fast-paced environment. This role is essential for ensuring the smooth operation of the Dean's office and supporting the mission of the Divinity School.

Responsibilities

• Provides high-level administrative support for the Dean of the Divinity School.
• Manages the Dean's complex and extremely active calendar and logistical needs.
• Prioritizes planned and unexpected matters that require attention and decisions of the Dean.
• Interprets requests and implements action, deciding on whether the Dean should be notified of important or emergency matters.
• Confirms all meetings, necessary materials, and meeting locations in advance.
• Reviews upcoming meetings and events weekly with the Dean.
• Arranges complex and detailed travel plans, itineraries, and agendas.
• Drafts, edits, and prepares presentations and communications including memos, letters, reports, and emails.
• Independently manages, oversees, and implements projects as directed by the Dean.
• Prepares and maintains sensitive project plans, budgets, and requirements often with deadline pressures.
• Tracks progress, solves problems, and provides regular updates to the Dean.
• Maintains physical and electronic files and processes mail for the Dean.
• Ensures appropriate handling of confidential material.
• Prepares GEMS expense reports and submits purchase orders and invoices for payment.
• Greets, welcomes, and directs visitors to Swift Hall and to the Dean's office.
• Serves as the first point of contact for incoming phone calls to the Divinity School's main telephone line.
• Receives and resolves both routine and complex inquiries.
• Coordinates information flow from the Dean's office, triaging emails and telephone calls for action and follow-up.
• Facilitates communications with and disseminates information to faculty, students, and staff within the Divinity School.
• Collaborates with Dean's senior staff on a wide range of priorities, projects, and tasks in support of the Dean.
• Attends weekly senior staff meeting, monthly administrative staff meetings, and regularly scheduled faculty meetings.
• Works closely with the Senior Associate Dean for Finance and Administration on administrative and operational department tasks.
• Coordinates schedules and itineraries for visitors related to faculty recruitment and conferences.

Requirements

• Minimum vocational training, apprenticeships, or equivalent experience in a related field.
• 10+ years of work experience in a related job discipline.
• Strong technical skills evidenced by proficiency in common office software applications (e.g., Outlook, Word, Excel, PowerPoint, Adobe Acrobat, Box/Google Docs, Teams/Slack).
• Familiarity with both Windows and Macintosh environments.
• Experience scheduling and coordinating virtual meetings using platforms such as Zoom.

Nice-to-haves

• Bachelor's degree.
• Working knowledge of an academic unit and/or complex research university environment.
• Experience working in a higher education setting.
• Experience composing written communications and editing and proofreading material written by others.
• Experience working in a collaborative, team-oriented setting.

Benefits

• Health insurance coverage
• Paid holidays
• Professional development opportunities
• Flexible scheduling options
• Tuition reimbursement for further education