Executive Assistant / Chair’s Assistant

About the Department

Building on the legacy of the department for excellence in basic cancer research, training, and translation, we aim to discover fundamental mechanisms of carcinogenesis and metastasis and to exploit this knowledge to develop effective therapies and prevention strategies to diminish or eliminate the threat and lethality of cancer.

About the Role

This position provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. The Executive Assistant will independently manage multiple administrative and management tasks, while providing high-level support to the Chair and Executive Administrator of the Ben May Department for Cancer Research. This role supports leaders by prioritizing competing requests, proactively securing resources, and using independent judgment to escalate matters appropriately to ensure smooth and effective operations.

As an Executive Assistant, you will 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. This is a fast-paced role and demands a high level of discretion, confidentiality, attention to detail, and flexibility.

Responsibilities

• Manages telephone and email communications for respective leaders and responds or coordinates responses with relevant team members, following up to ensure complete and timely responses.
• Collaborates on new and ongoing projects. Tracks and helps drive completion of key deliverables and follows up on outstanding items.
• Tasks include proofreading, fact-checking, and editing papers and reports under the supervision of the Chair, Faculty, and Executive Administrator.
• Coordinates events for the Ben May Department of Cancer Research, including logistics, assistance with planning and preparing presentations, event outreach, and post-event write-ups.
• Prepares and coordinates letters of recommendation, faculty reports, conflict of interest statements, and other institutional documents for leaders’ submission.
• Manages faculty members’ individual finances, including soliciting and processing travel arrangements and reimbursements, honoraria, and other internal and external receivables to ensure timely dispersal of obligated payments.
• Orders supplies and equipment.
• Stays informed of activities relating to University programs and initiatives, apprising leaders of issues when deemed necessary.
• Serves as an information gateway for general inquiries, including assistance with answering the main administrative phone line and general email.
• Assists in managing the daily operation of the office and may assist in developing administrative goals and policies.
• Maintains the leaders’ calendar, exercising discretion and judgment as to priorities and effective use of the leader’s time.
• Coordinates special projects as directed by the leader. May manage a portion of the leader’s budget, monitoring and reconciling accounts. May prepare financial and/or administrative reports.
• Assists in the planning and execution of faculty recruitment and promotions.
• Assists in office operations and department activities, including social events.
• Processes reimbursements for students.
• Procures office supplies for the office and labs as needed, and initiates payments to vendors.
• Updates the Ben May Department of Cancer Research Website.
• 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 the leader's office to the University. May staff Board of Directors meetings.
• Relieves leaders of administrative responsibilities.
• Initiates correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to the Board of Directors.
• Prepares special reports and summaries, assists in managing the 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.
• Performs other related work as needed.

Requirements

• Minimum requirements include vocational training, apprenticeships, or the equivalent experience in a 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.

Preferred Qualifications

• Proficiency with word processing applications, spreadsheets, and databases.
• Familiarity with central administration within a complex research university environment.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Handle public contacts with courtesy, clarity, and diplomacy.
• Handle sensitive and confidential situations and information with absolute discretion.
• Maintain a calm and courteous demeanor and work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
• Excellent problem-solving skills. Use appropriate resources to resolve an issue.
• Follow an issue through to resolution.
• Considerable skill in working both independently and as a team member.
• Take initiative and organize and complete projects with minimal supervision.

Benefits

The 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 the Benefits Guidebook.

Pay

$60,000.00 - $90,000.00 per year.