Executive Administrative Assistant

About The University of Chicago

The University of Chicago is a leading academic institution known for its rigorous scholarship, innovative research, and dedication to academic excellence. It fosters an intellectually stimulating environment that promotes collaboration, interdisciplinary work, and societal contributions. The university's diverse community includes faculty, staff, students, and partners committed to advancing knowledge across disciplines.

Role Overview

The University of Chicago seeks a highly organized and proactive Executive Administrative Assistant to support the Director of the Center for Translational Data Science. This crucial position entails managing complex scheduling, coordinating projects, and facilitating communication among internal and external stakeholders. The assistant will maintain discretion, juggle multiple priorities in a fast-paced setting, and contribute to supporting senior leadership and cutting-edge research initiatives.

Key Responsibilities

• Deliver advanced administrative support to the Center's faculty director and senior leadership, including calendar management, scheduling meetings, and event organization.
• Oversee all scheduling and logistical tasks tied to the Center’s operations as a gatekeeper.
• Professionally represent the Director, Center, and University in all communications.
• Manage inquiries, prioritize communications, and resolve routine and complex matters as required.
• Conduct research, gather and analyze data to prepare reports, letters, grants, and manuscripts.
• Coordinate and assist with research projects, programs, and data science initiatives by liaising with technical teams and participants.
• Support budget oversight, expense tracking, and reconciliation activities.
• Manage office spaces across multiple locations including procurement and facilities coordination.
• Handle on-site administrative functions and daily operations to ensure smooth workflow.
• Prepare special reports, summaries, and presentations for leadership.
• Maintain the Director’s calendar with discretion and prioritize appropriately.
• Facilitate communication flow between the Director’s office and university departments.
• May support Board of Directors meetings and assist in administrative policy development.
• Perform additional related duties to support the Center’s goals and operations.

Qualifications

• Vocational training, apprenticeships, or equivalent experience in relevant fields.
• Over 7 years of experience in administrative support roles.
• Proficiency with Microsoft Office Suite (Outlook, Excel, PowerPoint, Word) and Google Workspace (Docs, Sheets).
• Strong verbal and written communication aptitude.
• Experience with budget reconciliation and expense management.
• Knowledge of project management methodologies.
• Capacity to handle confidential information responsibly.
• Exceptional organizational skills and ability to multitask.
• Proven record in building and maintaining professional relationships across diverse groups.

Benefits

• Comprehensive health insurance coverage.
• Options for retirement savings and pension plans.
• Paid leave including vacation, sick days, and holidays.
• Opportunities for professional growth and development.
• Access to university resources and wellness programs.
• Flexible hybrid work arrangements offered.

Equal Opportunity Statement

The University of Chicago is committed to fostering an inclusive workplace free from discrimination on race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or other protected statuses. The university encourages applications from candidates of diverse backgrounds and provides accommodations during the hiring process as requested. Further details can be found in the University's Notice of Nondiscrimination, and support is available through the Office for Access and Equity.