The Executive Assistant is the primary support for the Vice President (VP) and Chief Financial Officer (CFO) and their team members. This person should use good judgment and discretion in providing direct administrative support and will serve as an integral part of the daily operations of their office.
Maintains the VP and CFO and their team memberâ™s daily calendar, including all meeting scheduling and adjustments, exercising considerable discretion and judgment as to priorities and effective use of the executive's time.
Effectively handles complex scheduling situations with senior University leaders or trustees using tact, diplomacy and exemplary judgment.
Coordinates meeting logistics for meetings led by the VP and CFO, including agenda development, meeting materials and distribution, attendance, room reservations and catering needs.
Manages the daily operations of a small office, primarily in the areas of processing invoices, purchasing of supplies, processing reimbursements, and maintaining the physical office space.
Handles calls and correspondence on behalf of the VP and CFO's office, and represents the executive to internal and external constituencies.
Provides assistance in the compilation of materials needed for the committees of the Board of Trustees staffed by the VP and CFO and other key committees and governing boards.
Assembles meeting materials, ensuring that the VP and CFO is prepared at all times with all documents and presentations, pertinent information and/or statistics.
Coordinates travel arrangements at the request of the VP and CFO.
Coordinates planning and logistics for major meetings and events hosted by the Office of the VP and CFO, including those in which the executive is representing the University of Chicago to outside/peer organizations, meetings with key constituencies across campus, campus visits by trustees or other professional colleagues of the VP and CFO as well as meetings and events focused on staff within Finance and Administration, social events and celebrations.
Supports and facilitates major leadership recruitments within the Office of the VP and CFO through skillful scheduling of campus visits and logistical oversight.
Tracks critical deadlines associated with trustee materials, documents requiring review and/or signature and meetings requiring advance preparation.
Excellent verbal and written communication skills required.
Excellent interpersonal and customer service skills required.
Ability to engage stakeholders with courtesy, clarity, and diplomacy required.
Ability to handle sensitive and confidential situations and information with absolute discretion required.
Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines required.
Ability to use sound judgment and have excellent problem-solving skills required.
Excellent organizational skills, ability to maintain electronic and paper files and extreme attention to detail required.
Ability to interact effectively with other University staff, University officers, trustees and affiliated vendors required.
Ability to handle public contacts with courtesy, maturity, and diplomacy required.
Ability to coordinate and maintain multiple tasks simultaneously and to deliver responses and results within established time frames required.
Ability to use good judgment, maintain confidentiality and handle sensitive issues with tact and diplomacy required.
Ability to use appropriate resources to resolve an issue required.
Ability to receive feedback and respond to constructive criticism required.
Considerable skill in working both independently and as a team member required.
Ability to take initiative and organize and complete projects with minimal supervision required.
Proficiency with word processing applications and spreadsheets and databases required.
Ability and willingness to work non-traditional work hours in order to meet deadlines required.
Familiarity with central administration within a complex research university environment preferred.
Education, Experience, and Certifications:
High School Diploma Required
Bachelor's degree preferred
A minimum of seven years of progressively responsible administrative experience required.
Experience with other software applications (e.g., Outlook, Adobe Acrobat, PowerPoint, and Photoshop or the equivalent) preferred.
All required documents must be submitted to be considered for this position
Resume, Cover Letter, and Reference list
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application
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 Nondiscrimination.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
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Internal Number: JR03088
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