Executive Assistant

Job title: Executive Assistant in Chicago, IL at University of Chicago
Company: University of Chicago
Job description: Department SSD: Economics - Staff and Temporary EmployeesAbout the Department For more than a century, the Kenneth C. Griffin Department of Economics has been a global leader in economic research and education. Our distinguished faculty has earned numerous prestigious awards, including more Nobel Prizes and John Bates Clark Medals in economics than any other university. Many of our faculty are also esteemed members of the National Academy of Sciences, the American Academy of Arts and Sciences, and the Econometric Society, reflecting the department’s enduring impact on the field.Job Summary Reporting to the Director of Finance, Operations, and Personnel, the Executive Assistant provides comprehensive administrative support to faculty, ensuring the smooth execution of daily operations and long-term projects. This role requires managing complex and multifaceted tasks independently, often under tight deadlines and with shifting priorities. The ideal candidate will bring a proactive approach, exceptional problem-solving skills, adaptability, and a high attention to detail. Strong technical proficiency and excellent interpersonal communication are essential to success in this role. This position follows a hybrid schedule of on-campus and remote workdays.Responsibilities

• Lead and oversee financial operations in alignment with institutional policies, ensuring accurate budget management, comprehensive expense reconciliation, and strategic purchasing to support departmental goals.
• Manage end-to-end financial processing, including invoice payment, supplier and independent contractor onboarding, and proactive follow-up on outstanding payments to ensure timely and accurate financial transactions.
• Spearhead the compilation and submission of the faculty’s annual report through Interfolio, while maintaining accurate and up-to-date academic records to ensure institutional compliance and reporting readiness.
• Provide high-level academic support by assisting faculty in the strategic development and maintenance of professional curriculum vitae (CVs), ensuring alignment with academic standards and career progression.
• Manage and enhance faculty and research-related digital presence by maintaining academic websites, course pages, and event-specific sites, in collaboration with the Communications Manager to ensure consistent and effective messaging.
• Deliver comprehensive academic course support, including creating and refining instructional materials, exam logistics, grading workflows, and technical support for learning platforms (e.g., Canvas), to ensure smooth instructional delivery.
• Coordinate the preparation and timely submission of letters of recommendation for students pursuing employment or graduate studies, ensuring alignment with institutional standards and faculty expectations.
• Oversee the end-to-end management of complex domestic and international travel logistics, including visa procurement, accommodations, and expense reconciliation, tailored to individual faculty needs and preferences.
• Draft, edit, and refine written communications, including professional correspondence, formal reports, policy documents, and meeting agendas, ensuring clarity, tone, and institutional professionalism.
• Plan and execute strategic meetings and high-profile events, such as faculty dinners, academic workshops, and special engagements, managing all logistics to ensure seamless experiences and successful outcomes.
• Act as a liaison for student employee hiring, coordinating with faculty supervisors and administrative offices to ensure compliance with institutional hiring protocols; may serve as a designated time approver to streamline payroll accuracy and timeliness.
• May assist student employee supervision in accordance with university employment policies, ensuring adherence to labor regulations and departmental standards.
• Partner with Human Resources to facilitate the onboarding and orientation of new staff and faculty, ensuring a smooth transition through personalized administrative support, resource coordination, and integration into departmental operations and culture.
• Anticipate and proactively resolve faculty needs, functioning as a critical operations partner to ensure smooth, uninterrupted academic and administrative functions.
• Identify, recommend, and implement operational process improvements, leveraging data and feedback to drive greater departmental efficiency and effectiveness.
• Serve as a key liaison for internal and external stakeholders, resolving complex inquiries and ensuring timely and thorough follow-ups, while equipping leadership with the necessary context and materials for successful engagements.
• Contribute to the continuous improvement of departmental operations by developing and refining internal procedures and policies, enhancing workflow efficiency and supporting long-term administrative effectiveness.
• Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
• Performs other related work as needed.

Minimum QualificationsEducation: Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).Work Experience: Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.Certifications:---Preferred QualificationsEducation:

• Associate or bachelor’s degree in accounting, business administration or a related field.

Experience:

• Supporting faculty or executive level positions.
• Working in academia or higher education.
• Calendaring and planning special events and conferences.
• Obtaining visas for international travel.

Technical Knowledge or Skills:

• Expertise in Microsoft 365, Google Suite, SAP/Concur, Oracle, Adobe Suite, Zoom.
• Knowledge of financial and budget policies and procedures.
• Project management methodologies.

Preferred Competencies

• Proven ability to exercise sound judgment and critical thinking in resolving complex issues and making informed, effective decisions.
• Demonstrated initiative and self-direction, with a track record of independently managing projects from conception to completion.
• Exceptional organizational and time management skills, with the ability to prioritize competing demands and consistently meet tight deadlines.
• Trusted to manage highly sensitive and confidential information with the utmost integrity and discretion.
• Outstanding interpersonal and communication skills, with the ability to foster positive working relationships across diverse teams, stakeholders, and organizational levels.
• Strong analytical and organizational capabilities, marked by precision, accuracy, and meticulous attention to detail.
• High degree of intellectual curiosity, adaptability, and a proactive approach to continuous learning and professional development.

Application Documents

• Cover Letter (required)
• Resume/CV (required)
• Three (3) professional references (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.Job Family Administration & ManagementRole Impact Individual ContributorScheduled Weekly Hours 37.5Drug Test Required NoHealth Screen Required NoMotor Vehicle Record Inquiry Required NoPay Rate Type Salary​
FLSA Status Exempt​
Pay Range $75,000.00 - $82,000.00The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.Benefits Eligible YesThe University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in thePosting StatementThe University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see theJob seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request viaAll offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.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: . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.
Expected salary: $75000 - 82000 per year
Location: Chicago, IL
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