Executive Administrative Assistant

BSD AFA - Accounting and Financial Analysis The University of Chicago biomedical enterprise houses three entities: the Biological Sciences Division (BSD), the University of Chicago Medicine (UCM), and the Pritzker School of Medicine. Collectively called UCM, we are one of the nation's leading academic medical institutions and have been at the forefront of discovery, education, and clinical care since 1927. Located 20 minutes south of downtown Chicago, our Hyde Park main campus provides a single environment for learning, world-renowned basic science and clinical research, and outstanding clinical care.

The BSD is the largest academic unit within the University. The BSD is comprised of faculty from ten basic science departments, 13 clinical departments, and several Centers and Institutes. The approximately 1,300 faculty and 3,000 staff members working in the BSD collaborate across the organization to achieve our Mission, Vision, and Values (MVV):

MISSION: As part of the University of Chicago, we pursue globally impactful solutions to seemingly unsolvable challenges. Through our rigorous research, innovative education, and comprehensive care and healing, we collaborate on life-changing advancements that create meaningful results for our community and the world, including a greater, more equitable future for all.

VISION: Together, we elevate the human experience with knowledge and health care.

VALUES:

• Commit to Excellence: We contribute our exceptional talents to all we do and empower the same spirit of excellence in others.
• Embrace Curiosity: We stay open to new ideas, champion diverse perspectives, and drive a culture of thoughtful risk-taking to deliver transformative innovation.
• Embody Equity: We identify systemic issues and then foster change to drive a more equitable environment inclusive of diverse people, ideas, and fields of science.
• Grow Together: We meaningfully collaborate with one another to create something bigger than we could ever achieve alone.
• Make a Difference: We lead with heart and compassion in all our interactions. We create positive change in our areas of influence, whether expanding scientific inquiry, developing the next generation of leaders, or healing our community.
• Take Ownership: We accomplish what we say we will and hold ourselves and one another accountable for our actions.

The MVV serves as our True North, charting our strategic plan for the next ten years and beyond. It is an exciting time to be a part of the University of Chicago and the BSD. Our team is helping shape the future for our learners, staff, faculty, patients, and community. The Executive Administrative Assistant works within the Biological Sciences Division providing administrative support to the designated executive leaders to include daily calendar management and assisting with organization and project oversight for strategic initiatives. This key position supports leaders by prioritizing competing requests, proactively securing resources, and using independent judgment to escalate matters appropriately and to ensure the smooth and effective operations of the office suite. They will be a creative and positive self-starter with the right set of skills to take on a range of projects and work from concept to completion. This fast-paced role demands a high level of discretion, confidentiality, attention to detail, and flexibility.

• Assists in managing the daily operation of the office by proactively providing and managing administrative, expense, and logistic support for the office suite, including but not limited to, calendar management, room reservations, expense management, procurement, mail, travel logistics, and recruitment efforts, all with a sense of urgency and utmost confidentiality.
• Triages emails and telephone calls for action; refers inquiries to the appropriate person and follows up to ensure complete and timely responses.
• Responsible for planning and execution of deliverables for standing meetings and projects within the department.
• Prep, set up, execute, and follow up on meetings, interviews, functions, and projects ensuring oversight is well-coordinated, timely, and effective.
• Organize and manage meetings, off-sites, and team-based events for training, development, recognition, and other organizational initiatives.
• Track and help drive completion of key deliverables and follow up on outstanding items.
• Manage procurement, organization, and storage of supplies in space that BSD Finance shares with other BSD offices and UCM.
• 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. Relieves leaders of administrative responsibilities.
• Prepare special reports and summaries, assist 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.
• 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 reports.
• 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.

• Bachelor’s degree.

• At least seven years prior experience in a senior level administrative support position for executive level leaders.
• Prior experience as an administrative assistant in an academic environment.
• Experience with scheduling for multiple leaders, preparing leaders for meetings, events, interviews, and ongoing commitments to support a hybrid workforce.
• Creating, editing, proofing, and sending executive communication on behalf of supported offices.
• Extensive experience in preparing presentation decks for executive leadership.
• Experience with reconciling project budgets, tracking expenses, and providing timely updates on office expense management including monthly and quarterly tracking reports.

• Familiarity with Project Management methodologies.
• Advanced experience in Microsoft Outlook, Excel, PowerPoint, Word, and Adobe Acrobat.

• Ability to handle highly confidential and sensitive materials and situations.
• Excellent oral and written communication skills.
• Ability to interact comfortably with senior executives, faculty, and staff.
• Ability to develop collaborative relationships throughout the University community.
• Ability to effectively represent the mission, values, and strategic plan of the organization and leaders through work products, efforts, and communication.
• Ability to manage and organize ad hoc projects to support processes and workflows for the HR and OAA teams.
• Ability to be reliable, driven, and results-oriented.
• Strong organizational, communication, and interpersonal skills.
• Experience handling multiple projects and working well under deadlines.
• Excellent oral and written communication skills.
• Ability to use appropriate resources to resolve an issue.

• This role requires regular onsite presence to foster collaboration, engagement, and operational effectiveness, with specific in-office expectations outlined by the department.

• Resume (required)
• Cover Letter (preferred)

Administration & Management Individual Contributor 40
No
No
No Salary Exempt $60,000.00 - $90,000.00 Yes