Executive Assistant to the Vice Chancellor for Research

University of Illinois - Chicago, IL

Full-time - Entry Level

Chicago, IL

10,001+ employees

Educational Services

About the position

The Executive Assistant to the Vice Chancellor for Research plays a crucial role in supporting the Vice Chancellor in managing the research portfolio for the Office of the Vice Chancellor for Research (OVCR) at the University of Illinois Chicago (UIC). This position involves comprehensive executive support, including managing the Vice Chancellor's calendar, drafting correspondence, handling expense reports, and ensuring the smooth operation of the office. The role requires a highly organized and proactive individual with exceptional communication skills, capable of managing multiple tasks in a fast-paced academic environment.

Responsibilities

• Provide comprehensive administrative support to the Vice Chancellor, including managing correspondence, drafting communications, and preparing reports and presentations.
• Prepare and edit documents, letters of support, and research proposals.
• Maintain and coordinate an active calendar, scheduling appointments and meetings with internal and external stakeholders.
• Anticipate scheduling conflicts and proactively resolve issues.
• Assist with communications-related activities such as maintaining relevant distribution lists and producing email correspondence.
• Organize and coordinate travel arrangements, including itinerary management and accommodations.
• Process and track expense reports and reimbursements, ensuring compliance with university policies.
• Plan and organize internal and external meetings, including identifying meeting space and preparing agendas.
• Serve as liaison to those reporting to the Vice Chancellor for Research.
• Provide administrative support to the Associate Vice Chancellors for Research.
• Analyze complex and sensitive issues, identify viable options, and communicate them to the Vice Chancellor.
• Manage the high volume of communications received in the Office of the Vice Chancellor for Research and ensure timely responses.
• Plan, develop, and assist with the coordination of conferences, events, and tours for various stakeholders.

Requirements

• Bachelor's degree in a related field required.
• Minimum of three years experience as an executive assistant, preferably supporting executives in higher education and research.
• High proficiency in Microsoft Office and other office productivity tools.
• Advanced professional writing expertise.
• Exceptional organizational, communication, and time management skills.
• Ability to navigate ambiguity and demonstrate flexibility in a fast-paced environment.
• Strong problem-solving skills and attention to detail.
• Ability to build trust and collaborative relationships at all levels of the organization.
• Strong commitment to maintaining confidentiality and professionalism.

Nice-to-haves

• Keen interest in learning about the industry and staying up to date on news and trends.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Disability insurance
• AD&D insurance
• Paid holidays
• Flexible schedule
• Tuition waivers for employees and dependents