Executive Assistant

University of Chicago - Chicago, IL

Full-time - Mid Level

Remote - Chicago, IL

Educational Services

About the position

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.

Responsibilities

• Provides administrative support for the ISAC Director.
• Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary.
• Coordinates information flow from Director's office.
• Manages ISAC Director's calendars and schedules, and travel arrangements.
• Plans and organizes internal and external meetings, including identifying and booking meeting space, ordering refreshments, preparing agendas, minutes, and other related materials.
• Coordinates special projects as directed by the ISAC Director and leadership team.
• Prepares write-ups for recommendations for operational and administrative problems.
• Manages a portion of the Director's budget, monitoring and reconciling accounts.
• Prepares financial and/or administrative reports.
• Prepares special reports and summaries, assists in managing daily operations of the office, and may assist in developing administrative goals and policies.
• Handles numerous department administrative tasks such as managing expense reports (GEMS/Concur), ordering supplies, processing reimbursements, and processing department payable invoices (Oracle Procurement).
• Develops good working relationships with administrative staff in addition to supporting faculty, staff, and external partners.
• Provides office management through conference room management, ensuring all office materials are stocked, and providing facilities support to all departmental staff.
• Provides event planning organization by ordering and setting up catering, organizing travel for guests, managing room reservations, creating travel dossiers, coordinating on the day of the event, and handling reimbursement and bill payment.
• Provides confidential and high-level administrative support for a leader, staying informed of activities relating to University programs and initiatives.
• Coordinates information flow from leader's office to University.
• May staff Board of Directors meetings and relieve leaders of administrative responsibilities.
• Initiates correspondence and other written materials under own signature or for signature of the leader.
• Triages emails and telephone calls for action and resolves routine and complex inquiries.

Requirements

• Minimum requirements include vocational training, apprenticeships or equivalent experience in a related field.
• Minimum 7+ years of work experience in a related job discipline.
• Excellent computer skills including advanced Microsoft Office Suite; advanced skills in PowerPoint and Adobe Acrobat; experience with both PC and Mac; proofreading, editing, and advanced writing and grammar skills.
• Some experience with University of Chicago administrative and financial systems is preferred, including Oracle Procurement, GEMS/Concur.

Nice-to-haves

• 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.
• Ability to exercise considerable discretion and judgment.
• Excellent organization skills and attention to detail.
• Demonstrated time management and project management skills with success in roles requiring execution of multiple tasks while responding to multiple priorities with little supervision.

Benefits

• Hybrid work structure allowing one day of remote work per week.
• Health insurance coverage.
• Paid holidays and vacation time.
• Professional development opportunities.