University of Chicago - Chicago, IL
posted 2 months ago
The Institute for the Study of Ancient Cultures (ISAC) at The University of Chicago is seeking an experienced Executive Assistant to support the ISAC Director and provide critical administrative functions for the Institute. The Executive Assistant will play a vital role in ensuring the smooth operation of the ISAC by providing high-level support to the Director and the leadership team. This position requires an individual who can independently manage multiple administrative tasks while providing exceptional strategic support and project assistance. Responsibilities include scheduling and coordinating high-priority meetings, organizing workshops, running special events, and maintaining calendars, all while upholding confidentiality and exercising discretion in handling sensitive matters. In addition to supporting the ISAC Director, the Executive Assistant will also provide administrative support to the ISAC Finance Office. This includes utilizing University platforms such as Oracle, Workday, and GEMS/Concur, and serving as a liaison between ISAC and the University regarding the full accounts payable cycle, including purchasing, payments, and onboarding of external independent contractors. The role follows a hybrid work structure, allowing for one day of remote work per week and four days on-site. The Executive Assistant will be responsible for managing the Director's calendar, travel arrangements, and planning internal and external meetings. This includes identifying and booking meeting spaces, ordering refreshments, preparing agendas and minutes, and coordinating special projects as directed by the Director and leadership team. The individual will also manage a portion of the Director's budget, monitor and reconcile accounts, and prepare financial and administrative reports. The role requires developing good working relationships with administrative staff, faculty, staff, and external partners, as well as providing office management and event planning organization.