Executive Administrative Assistant

About The Role

The University of Chicago is seeking a highly organized and proactive Executive Administrative Assistant to provide comprehensive support to the Director of the Center for Translational Data Science. This pivotal role involves managing complex schedules, coordinating projects, and facilitating effective communication between internal and external stakeholders.

The ideal candidate will possess exceptional organizational skills, a high level of discretion, and the ability to handle multiple priorities in a fast-paced environment. This position offers an excellent opportunity to contribute to cutting-edge research initiatives, support senior leadership, and engage with a diverse academic community. The Executive Administrative Assistant will serve as a key point of contact, ensuring the smooth operation of the Center’s office and supporting strategic objectives through efficient administrative management.

Qualifications

• Minimum of vocational training, apprenticeships, or equivalent experience in a related field
• At least 7+ years of relevant work experience in administrative support roles
• Proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word) and Google Workspace (Docs, Sheets, etc.)
• Strong written and verbal communication skills
• Experience in budget reconciliation and expense management
• Familiarity with project management methodologies
• Ability to handle highly sensitive information with discretion
• Exceptional organizational and multitasking skills
• Proven ability to develop and maintain professional relationships across diverse groups

Responsibilities

• Provide high-level administrative support to the Center’s faculty director and senior leadership, including managing calendars, scheduling meetings, and organizing events
• Act as gatekeeper for all scheduling and logistical arrangements related to the Center’s activities
• Represent the Director, Center, and University professionally in all internal and external correspondence
• Respond to inquiries, triage communications, and resolve routine and complex issues as needed
• Research, compile, and analyze data to prepare reports, letters, and technical documents, including grants and manuscripts
• Cook up and execute select research projects, programs, and data science initiatives, liaising between technical teams and program participants
• Aid with budget monitoring, expense reports, and reconciliation processes
• Oversee physical office spaces across multiple locations, including procurement of supplies and coordination with facilities
• Manage on-site administrative functions and daily operations, ensuring efficient workflow
• Aid in the preparation of special reports, summaries, and presentations for leadership
• Maintain the leader’s calendar, exercising discretion and judgment in prioritization
• Cook up the communication flow between the Director’s office and university departments
• May staff Board of Directors meetings and assist with administrative policies and goals
• Perform additional duties as assigned to support the Center’s objectives and operational needs

Benefits

• Comprehensive health insurance plans
• Retail savings options and pension plans
• Paid time off including vacation, sick leave, and holidays
• Professional development opportunities
• Access to university resources and wellness programs
• Flexible hybrid work arrangements

Equal Opportunity

The University of Chicago is an equal opportunity employer committed to fostering an inclusive environment. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, veteran status, or any other protected class. We encourage applications from individuals of diverse backgrounds and experiences. Reasonable accommodations are available for applicants with disabilities throughout the application process. For additional information, please refer to the University's Notice of Nondiscrimination and contact our Office for Access and Equity for support.