Senior Executive Assistant
Company: University of Chicago
Posted on: May 16, 2022
Becker Friedman Institute - Development Innovation Lab
About the Department
The Becker Friedman Institute for Economics (BFI) works with the
Chicago Economics community to turn its evidence-based research
into real-world impact. BFI takes a unique approach to bridging the
divide between academic researchers and decision-makers in the
business community and government by translating and packaging the
rigorous work of the Chicago Economics community into accessible
formats, and proactively sharing those findings with relevant
decision-makers and thought leaders around the globe. BFI is a
collaborative platform serving the University of Chicago Booth
School of Business, the Kenneth C. Griffin Department of Economics,
the Harris School of Public Policy, and the Law School. For more
information visit https://bfi.uchicago.edu.
The Senior Executive Assistant will independently manage multiple
administrative and management tasks, providing high-level support
to organizational leadership to the Director of the Development
Initiative Lab, senior level faculty member and Nobel Laureate of
the Kenneth C. Griffin Department of Economics. Must be able to
provide a wide variety of exceptional strategic support and project
assistance including scheduling and coordinating high-priority
meetings, organizing meetings and workshops, running special
events, and maintaining calendars, while upholding confidentiality
and exercising discretion in handling sensitive matters.
The job provides confidential and high-level office and location
support activities by acting as a lead and coordinating the work of
others. Identifies, enhances, and applies specific processes and
procedures to maximize the efficiencies of the University to which
the support is being provided. May ensure the correct functioning
of facilities, office and/or business support services.
Responsible for planning, directing, coordinating and managing
daily operations individual organization units, clinical research
facilities, centers or academic departments. Responsibilities are
diverse and general in nature and may reflect more than one
* Stays informed of activities relating to University programs and
initiatives, apprising the faculty of issues when deemed
* Provides high-level, complete, strategic oversight of schedule
and engagements including triaging and confirming internal and
external invitations; develops and communicates agenda and meeting
expectations; and leads follow-up with meeting participants for
* Coordinates information flow from executive's office,
representing the executive to other University executives, other
University offices and outside agencies.
* Resolves routine and complex inquiries.
* Assists with coordination of faculty member's work with outside
institutions, NGOs and government agencies.
* Manages speaking and media requests for domestic and
international events. This includes screening requests, accepting
via email or through form submissions from website (e.g. for
* Coordinates complex domestic and multi-country international
travel arrangements for faculty member including associated
visa(s), airfare and ground transportation, hotel, and payment
and/or reimbursement, according to faculty member's preferences and
with Dean's approval.
* May coordinate research support, including recommending various
personnel actions related to research staff including but not
limited to hiring, performance appraisals, and promotions,
determining work priorities and scheduling workflow to meet
deadlines and ensuring accuracy and timeliness of work.
* Manages the transcription of voice files recorded by faculty
member to draft and edit emails and documents. This includes both
actual transcription work, and managing a small team of
* Monitors faculty member's internal and external communications to
maximize research impact and exposure. Handles sensitive written
and telephone communications effectively in a professional manner
at all times; answers, screens, and directs communications with
utmost courtesy, professionalism, and confidentiality. Composes and
edits emails, letters, memos, reports and meeting agendas. Monitors
faculty member's website, course sites and special websites for
specific events or research.
* Manages faculty member's day-to-day expenses and reconciliations
of expense reports and work in collaboration with the finance
administrator with soliciting and processing travel reimbursements,
honoraria and other internal and external receivables, to ensure
timely dispersal of obligated payments using GEMS.
* Manages faculty discretionary account. Orders supplies and
equipment using Buysite.
* Guides projects from onset to completion, with a particular focus
on the faculty member's many external, internal, and publication
related deadlines, accountable to ensure deadlines are monitored,
and met on time. May be responsible for obtaining permissions and
* Organizes on and off-campus meetings including lab meetings,
dinners, workshops and other special events. Coordinates speakers,
handling all travel arrangements and reimbursements using E
Payment; handles speaker's itinerary; makes room reservations in
ASTRA, arranges for ground transportation.
* Prepares faculty annual report using Interfolio. Prepares and
coordinates letters of recommendation for graduate students and
* Creates lecture materials and schedules Zoom calls for graduate
classes taught by the faculty member. Prepares PowerPoint
presentation materials and exams.
* Assists with processing faculty recruitment cases as needed.
* 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. Relieves leaders of administrative
* Prepare special reports and summaries, assists in managing daily
operation of the office, and may assist in developing
administrative goals and policies. Maintains the leader's calendar,
exercising considerable discretion and judgment as to priorities
and effective use of the leader's time.
* Coordinates special projects as directed by the leader. Prepares
write ups for recommendations for operational and administrative
problems. May manage a portion of the leader's budget, monitoring
and reconciling accounts. Prepares financial and/or administrative
* Performs other related work as needed.
Minimum requirements include vocational training, apprenticeships
or the equivalent experience in related field (not typically
required to have a four-year degree).
Minimum requirements include knowledge and skills developed through
7+ years of work experience in a related job discipline.
* Four-year bachelor's degree in a related field.
* At least 7 years of experience providing administrative support
required. Experience supporting faculty.
* Experience in calendaring, planning special events, and
scheduling complex appointments and high-profile meetings.
* Experience in coordinating complex domestic and international
* Experience obtaining visas for international travel.
* Familiarity with University financial policies and procedures and
with domestic and international tax regulations.
Technical Skills or Knowledge:
* Proficiency in Microsoft Outlook, Excel, PowerPoint, and Word.
Experience in project management.
* Demonstrated knowledge of University financial systems - GEMS,
Buysite, purchase order (PO) process.
* Excellent organizational and analytical skills with high-level of
accuracy and sharp attention to detail.
* Superior interpersonal skills and the ability to work effectively
with a wide range of individuals and constituencies in a diverse
* Demonstrated excellence in written and verbal communication.
* Handle highly confidential and sensitive materials and
* Effectively manage a heavy workload, competing priorities, and
* A quick, self-learner with ability to initiate, organize,
prioritize and complete multiple, high-level projects; meet tight
deadlines; and work effectively with minimal supervision in a
* Demonstrated ability to anticipate and respond to future
* Works well independently and in a team environment.
* Use appropriate resources and follow an issue through to
* Demonstrated sound judgment with the ability to solve problems
and make effective decisions.
* Resume/CV (required)
* Cover Letter (preferred)
* Three Professional References Contact Information (required)
When applying, the document(s) MUST be uploaded via the My
Experience page, in the section titled Application Documents of the
Administration & Management
Scheduled Weekly Hours
Requires Compliance with University Covid-19 Vaccination
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Employees must comply with the University's COVID-19 vaccination
requirements. More information about the requirements can be found
on the University of Chicago Vaccination GoForward.
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
Staff Job seekers in need of a reasonable accommodation to complete
the application process should call 773-702-5800 or submit a
request via Applicant Inquiry Form.
We seek a diverse pool of applicants who wish to join an academic
community that places the highest value on rigorous inquiry and
encourages a diversity of perspectives, experiences, groups of
individuals, and ideas to inform and stimulate intellectual
challenge, engagement, and exchange.
All 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:
http://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.
Keywords: University of Chicago, Chicago , Senior Executive Assistant, Other , Chicago, Illinois
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