1) Reporting jointly to the Provost and to the Chief of Staff in the Office of the Provost, the Executive Assistant performs administrative functions with careful attention to detail, a positive attitude, discerning judgment, and consummate discretion and confidentiality. The ideal candidate is a highly-motivated, detail-oriented, and enthusiastic professional who has proven experience and enjoys working in a collaborative, fast-paced, and deadline-driven environment.
2) Serve as the first point of contact for all matters related to the Provost and the Office of the Provost
3) Manage the Provostâ™s day-to-day activities, including adjusting the schedule to accommodate unanticipated events/developments
4) Maintain the Provostâ™s calendar, exercising considerable discretion and judgment
5) Manage meeting logistics for the Provost, including agenda and meeting materials development and distribution, managing attendance, making room reservations, and handling catering needs
6) Develop a firm grasp of the strategic contacts, relationships, and initiatives important to the Office to manage scheduling and communication, apprising the Provost and the Chief of Staff of issues when necessary
7) Coordinate all briefings and meeting materials for internal and external activities, including:
Requesting, collecting, reviewing, and printing all documents to ensure the Provost is well prepared for all meetings and event
Booking travel and preparing the Provostâ™s travel itinerary and briefing materials
Identifying and tracking the Provostâ™s forthcoming speaking engagements
Acting as the liaison between the Provost and host units and organizations regarding briefing documents, event logistics, and the preparation of remarks
8) Work with offices across the University, the Medical Center, affiliated laboratories, University boards, committees, and councils, and external organizations to coordinate complex and fluid schedule of meetings and events with trustees, donors, deans, officers, Office of the Provost leadership team, staff, civic and government leaders, diplomats, faculty, and others
9) Handle all day-to-day expenses and reconciliations of expense reports for the Provost on an ongoing basis
10) Schedule transportation, as needed
11) Prepare documents and items for signature, as needed
1) Excellent oral and written communication skills 2) Positive, service-oriented attitude and courteous demeanorÂ 3) Ability to handle sensitive and confidential situations and information with absolute discretion 4) Exceptional attention to detail and ability to complete tasks thoroughly and with accuracy 5) Demonstrated ability to multitask and meet deadlines in a challenging, fast-paced work environment 6) Strong organizational skills, superb attention to detail, and ability to comfortably navigate ambiguity and uncertainty 7) Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines required 8) Ability and willingness to monitor emails and respond, as needed, during evening and weekends requiredÂ 9) Ability and willingness to work nontraditional work hours in order to meet deadlines required 10) Sound judgment and the ability to anticipate potential problems and address them before they arise 11) Acumen to interact with a diverse and distinguished range of colleagues and visitors, including trustees, donors, visiting dignitaries, elected officials, as well as faculty and University leaders 12) Ability to receive feedback and respond to constructive criticism.
1) Knowledge and skills developed through 5-7 years of work experience in a similar position
2) Proficiency with Microsoft Office Suite, Adobe Acrobat, financial reporting systems, and online databases
3) Experience working in higher education and a high-level executive setting
4) Familiarity with the University of Chicago
2) Cover letter
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.
Internal Number: JR07672
About University of Chicago
One of the world's premier academic and research institutions, the University of Chicago has driven new ways of thinking since our 1890 founding. Today, UChicago is an intellectual destination that draws inspired scholars to our Hyde Park and international campuses, keeping UChicago at the nexus of ideas that challenge and change the world.