Executive Assistant Job at The University of Chicago in Chicago

Department SING Polsky Operations - Administration About the Department The Polsky Center brings the power of ideas in the laboratory, classroom, and community to the world. The Polsky Center houses the University of Chicago’s technology transfer unit, which manages all University-based intellectual property originating from faculty research and discoveries that can be licensed to industry partners and investors. In addition, through education, resources, and programs, the Polsky Center commercializes discoveries, partners with companies, and attracts venture capital. The Polsky Center runs a top-ranked business accelerator, the Edward L. Kaplan, ’71, New Venture Challenge; operates a 34,000 square-foot, multi-disciplinary co-working space called the Polsky Exchange; and manages the George Shultz Innovation Fund that invests in early-stage ventures. The University of Chicago's CREO Department is a unit within the Office of Civic Engagement with a dual reporting line to the Finance and Administration Division that engages in a wide array of real estate services, including asset acquisition, asset disposition, development, asset management, lease negotiation, lease administration, and construction. The CREO team includes seven staff members and a third-party property management team. Job Summary This position 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. Commercial Real Estate Operations (CREO) and the Polsky Center for Entrepreneurship and Innovation are co-located In Harper Court, located at 5235 S Harper Court. The two teams are seeking an organized and proactive Executive Assistant with a dual reporting role to the Associate Vice President of Commercial Real Estate and the Managing Director of the Polsky Center for Entrepreneurship and Innovation. The successful candidate will provide a wide range of administrative and executive support, including managing executive and team calendars, coordinating travel, preparing reports, supporting select events and assisting with property and asset management tasks. The ideal candidate will have experience supporting real estate or property management offices and/or experience in higher education. The ideal candidate will also have exceptional communication and organizational skills, the ability to solve problems independently, and handle multiple tasks simultaneously. Responsibilities Manages executive and team calendars and schedules, including scheduling appointments, meetings, and travel arrangements. Handles all department administrative tasks such as managing expense reports, ordering supplies, renewing equipment licenses, processing of department vendor invoices. Coordinates and plans events and meetings. Develops good working relationships with administrative staff supporting other executives, staff, and external partners. Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries. Serves as an administrative liaison to third-party property management and parking firms, including processing UChicago staff parking applications and payroll deductions, coordinating identification card/building access, and maintaining shared conference room audio visual equipment. Supports select events for CREO and Polsky leadership as needed to supplement existing event management staff. Coordinates aggregation of biweekly reports from leadership team to submit to central administration. Prepares 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 reports. Performs other related work as needed. Minimum Qualifications Education: Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree). Work Experience: Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline. Certifications: --- Preferred Qualifications Education: College or university degree in business administration or related field. Experience: Minimum five years of consistent proven work experience as an assistant to senior management. Provides support to a large group. Strong experience with online calendaring. Technical Skills or Knowledge: Proficient in Microsoft Office Suite and other relevant software. Preferred Competencies Familiarity with UChicago or other higher education institutions. Strong organizational, time management, and prioritization skills. Excellent communication and interpersonal skills. Handle confidential information with discretion. Attention to detail and accuracy. Work independently and collaboratively. Flexible and adaptable to changing priorities and deadlines. Working Conditions Office environment. In-person support on our Hyde Park campus three to four days a week. Application Documents Resume/CV (required) Cover Letter (preferred) When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application. Job Family Administration & Management Role Impact Individual Contributor FLSA Status Exempt Pay Frequency Monthly Scheduled Weekly Hours 37.5 Benefits Eligible Yes Drug Test Required No Health Screen Required No Motor Vehicle Record Inquiry Required No Posting Statement The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or 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 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. #J-18808-Ljbffr