The University of Chicago
Executive Assistant to Officer or Dean
The University of Chicago, Chicago, Illinois, United States, 60290
This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12395146 Department
PME Dean\'s Administration
About the Department
The Pritzker School of Molecular Engineering (PME) was established in May 2019 and evolved from the Institute for Molecular Engineering, founded in 2011. The PME integrates science and engineering to address global challenges from the molecular level up. The PME\'s rigorous academic and research programs are made possible through the University of Chicago\'s unique partnership with Argonne National Laboratory.
The Pritzker School of Molecular Engineering is the first new school at the University of Chicago in three decades and the first school in the nation dedicated to molecular engineering. In the next phase of growth as a School, the PME will continue to expand its team of world-class faculty researchers and empower students from diverse backgrounds to collaborate with faculty in cutting-edge facilities. The PME aims to bring solutions for urgent societal problems to the forefront, while training the next generation of scientific leaders and entrepreneurs.
Job Summary
The Executive Assistant reports jointly to the Dean of the Pritzker School of Molecular Engineering and the Chief of Staff. Performs advanced, diversified, and highly confidential administrative support for the Dean of the PME and up to two additional executive leaders.
Proactively relieves the Dean of as much administrative detail as possible by using sound independent judgement providing exception support and project assistance, including scheduling, and coordinating high-priority meetings, running special events, and maintaining the calendar, while upholding confidentiality and exercising discretion in handling sensitive matters. Partners and collaborates with the Chief of Staff to advance the work of the Dean and the PME.
Responsibilities
Manages all business matters related to the Dean. Anticipates the needs of the Dean and takes initiative to meet them. Ensures the Dean is well prepared for all meetings, events, and presentations by crafting required materials and having pertinent information readily available for the Dean as needed.
Provides high-level, complete, strategic oversight of schedule and engagements including triaging and confirming internal and external invitations; development and communication of agenda and meeting expectations; and leading follow-up with meeting participants for resulting deliverables.
Independently manages the Dean\'s complex and active calendar, complex travel reservations and logistics. Exercises considerable judgment and problem-solving itinerary changes or challenges accommodating unanticipated events/developments as they arise to prioritize and ensure the effective use of the Dean\'s time.
Guides projects to completion and solves problems for the Dean using available resources, savvy, and discernment.
Organizes on- and off-campus meeting logistics and events for the Dean, including agenda and meeting materials development and distribution, managing attendance, making room reservations, and handling catering needs. Identifies clear meetings purpose/objectives, validates attendee lists/notifications, communicates required prework/deliverables, and manages necessary follow-ups.
Develops a firm grasp of the strategic contacts, relationships, and initiatives important to the Dean and the Dean\'s Office to manage scheduling and communication, apprising the Dean and the Chief of Staff of issues as necessary.
Monitors the Dean\'s internal and external communications; handles sensitive written and telephone communications effectively in a professional manner at all times by answering, screening, triaging, and directing communications with utmost courtesy, professionalism, and confidentiality. Composes and edits ema ls, letters, memos, reports and meeting agendas.
Initiates correspondence and other written materials under own signature or for signature of the Dean.
Manages all day-to-day finances, reimbursements, and reconciliation of expense reports for the Dean on an ongoing basis.
Provides some confidential and high-level administrative support for the Chief of Staff. Independently manages the front desk\'s day-to day-operations for the Dean\'s Office and provides excellent service to guests both in person and via phone. Troubleshoots issues and questions as they arise.
Serves as liaison for the Dean\'s research group, including personnel actions, onboarding, purchasing, reimbursements, accounts payable, space assignments, and requesting building and lab access.
Works with partners across the University, the Medical Center, laboratory affiliates, and external partners to coordinate the Dean or Officer\'s strategic meetings and events with trustees, donors, deans, officers, staff, civic and government leaders, diplomats, faculty, and others.
Independently manages, oversees and implements projects as directed by their Dean or Officer\'s vision. Prepares and maintains sensitive project plans, budgets, and requirements often with deadline pressures. Tracks progress, solves problems, and provides regular updates to their execu
PME Dean\'s Administration
About the Department
The Pritzker School of Molecular Engineering (PME) was established in May 2019 and evolved from the Institute for Molecular Engineering, founded in 2011. The PME integrates science and engineering to address global challenges from the molecular level up. The PME\'s rigorous academic and research programs are made possible through the University of Chicago\'s unique partnership with Argonne National Laboratory.
The Pritzker School of Molecular Engineering is the first new school at the University of Chicago in three decades and the first school in the nation dedicated to molecular engineering. In the next phase of growth as a School, the PME will continue to expand its team of world-class faculty researchers and empower students from diverse backgrounds to collaborate with faculty in cutting-edge facilities. The PME aims to bring solutions for urgent societal problems to the forefront, while training the next generation of scientific leaders and entrepreneurs.
Job Summary
The Executive Assistant reports jointly to the Dean of the Pritzker School of Molecular Engineering and the Chief of Staff. Performs advanced, diversified, and highly confidential administrative support for the Dean of the PME and up to two additional executive leaders.
Proactively relieves the Dean of as much administrative detail as possible by using sound independent judgement providing exception support and project assistance, including scheduling, and coordinating high-priority meetings, running special events, and maintaining the calendar, while upholding confidentiality and exercising discretion in handling sensitive matters. Partners and collaborates with the Chief of Staff to advance the work of the Dean and the PME.
Responsibilities
Manages all business matters related to the Dean. Anticipates the needs of the Dean and takes initiative to meet them. Ensures the Dean is well prepared for all meetings, events, and presentations by crafting required materials and having pertinent information readily available for the Dean as needed.
Provides high-level, complete, strategic oversight of schedule and engagements including triaging and confirming internal and external invitations; development and communication of agenda and meeting expectations; and leading follow-up with meeting participants for resulting deliverables.
Independently manages the Dean\'s complex and active calendar, complex travel reservations and logistics. Exercises considerable judgment and problem-solving itinerary changes or challenges accommodating unanticipated events/developments as they arise to prioritize and ensure the effective use of the Dean\'s time.
Guides projects to completion and solves problems for the Dean using available resources, savvy, and discernment.
Organizes on- and off-campus meeting logistics and events for the Dean, including agenda and meeting materials development and distribution, managing attendance, making room reservations, and handling catering needs. Identifies clear meetings purpose/objectives, validates attendee lists/notifications, communicates required prework/deliverables, and manages necessary follow-ups.
Develops a firm grasp of the strategic contacts, relationships, and initiatives important to the Dean and the Dean\'s Office to manage scheduling and communication, apprising the Dean and the Chief of Staff of issues as necessary.
Monitors the Dean\'s internal and external communications; handles sensitive written and telephone communications effectively in a professional manner at all times by answering, screening, triaging, and directing communications with utmost courtesy, professionalism, and confidentiality. Composes and edits ema ls, letters, memos, reports and meeting agendas.
Initiates correspondence and other written materials under own signature or for signature of the Dean.
Manages all day-to-day finances, reimbursements, and reconciliation of expense reports for the Dean on an ongoing basis.
Provides some confidential and high-level administrative support for the Chief of Staff. Independently manages the front desk\'s day-to day-operations for the Dean\'s Office and provides excellent service to guests both in person and via phone. Troubleshoots issues and questions as they arise.
Serves as liaison for the Dean\'s research group, including personnel actions, onboarding, purchasing, reimbursements, accounts payable, space assignments, and requesting building and lab access.
Works with partners across the University, the Medical Center, laboratory affiliates, and external partners to coordinate the Dean or Officer\'s strategic meetings and events with trustees, donors, deans, officers, staff, civic and government leaders, diplomats, faculty, and others.
Independently manages, oversees and implements projects as directed by their Dean or Officer\'s vision. Prepares and maintains sensitive project plans, budgets, and requirements often with deadline pressures. Tracks progress, solves problems, and provides regular updates to their execu