"Executive Assistant"

Executive Assistant

Company:
The University of Chicago

Job Location:

Category:
Executive Assistants

Type:
Full-Time

About the Department

For more than a century, the Kenneth C. Griffin Department of Economics has been a global leader in economic research and education. Our distinguished faculty have earned numerous prestigious awards, including more Nobel Prizes and John Bates Clark Medals in economics than any other university. Many of our faculty are also esteemed members of the National Academy of Sciences, the American Academy of Arts and Sciences, and the Econometric Society, reflecting the department’s enduring impact on the field.

Job Summary

The Executive Assistant (EA) provides comprehensive administrative and operational support to the Instructional Professors (IPs) of Undergraduate Studies and the MA Programs in the Kenneth C. Griffin Department of Economics. Reporting to the Director of Finance, Operations, and Personnel, the EA is responsible for day-to-day administrative functions, academic and course support, office management, and plays a key role in supporting Instructional Professor recruitment.

The ideal candidate is proactive, resourceful, highly organized, and possesses strong communication and interpersonal skills. Must demonstrate sound judgment, discretion, and familiarity with the standards, policies, and expectations of a higher-education environment.

Responsibilities

• Facilitate day-to-day administrative support for 15 or more Instructional Professors (IPs).
• Assist with the preparation and submission of their Annual Reports through Interfolio.
• Coordinate the preparation and timely submission of letters of recommendation for students applying to graduate programs, ensuring alignment with institutional standards and faculty expectations.
• Schedule meetings and reserve rooms and audiovisual support.
• Coordinate domestic and international travel arrangements, including visa-related documentation for IPs.
• Provide support with IP recruitment by researching, compiling, and preparing documentation for hiring, reappointments, and promotion cases in compliance with university guidelines.
• Coordinate candidate interviews (remote and in person), travel and reimbursement.
• Partner with the Academic Affairs Manager and the Office of International Affairs regarding work authorization for foreign nationals.
• Anticipate IP needs and proactively resolve issues, serving as a key operational partner to support smooth academic and administrative operations.
• Assist with planning and logistics for the Econometrics Games, including registration and coordination.
• Provide administrative support for Oeconomica’s events, the undergraduate economics research organization.
• Coordinate with internal and external faculty, staff, and offices to support the department’s study-abroad courses.
• Support student orientation, workshops, TA training sessions, and program events, including scheduling, catering, communications, and preparation of orientation materials.
• Provide academic course support, including preparation and duplication of exams, refinement of instructional materials, and technical support for learning platforms such as Canvas.
• Proctor exams, assist with grading workflows, and support the timely submission of grades.
• Assist with quarterly recruitment of Student Teaching Support staff in partnership with the Economics Human Resources team, ensuring compliance with FERPA and student-employment guidelines.
• Monitor Instructional Professor accounts and prepare monthly Orbit reports.
• Process reimbursements and expenses through SAP/Concur (GEMS).
• Purchase supplies and services for Instructional Professors.
• Track program expenditures and ensure compliance with university policies and budgetary guidelines.
• Manage office supplies, deliveries, vendor coordination, and invoice processing.
• Partner with the Communications Manager on departmental website updates.
• Maintain and organize unit files in Box.
• Provides backup support to the Undergraduate Student Affairs Administrator and the MA Program Student Affairs Administrator as needed.
• 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 leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.
• 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.

Preferred Qualifications

Education:Bachelor’s degree.

Experience:

• Experience supporting academics or executive-level leaders.
• Proficient in MS Excel.
• Demonstrated written communication skills with a focus on clarity, brevity, and tone.
• Experience with Canvas, Student and Exchange Visitor Information System (SEVIS), and Academic Information System (AIS).
• Experience working with students, higher education, or student affairs.

Technical Knowledge or Skills:

• Microsoft 365, Google Suite, SAP/Concur, Oracle, Adobe Suite, Zoom, MS Teams, AIS, SEVIS systems.

Preferred Competencies

• Proven ability to exercise sound judgment and critical thinking in resolving complex issues and making informed, effective decisions.
• Demonstrated initiative and self-direction, with a track record of independently managing projects from conception to completion.
• Trusted to manage highly sensitive and confidential information with the utmost integrity and discretion.
• Strong analytical and organizational capabilities, marked by precision, accuracy, and meticulous attention to detail.
• High degree of intellectual curiosity, adaptability, and a proactive approach to continuous learning and professional development.

Application Documents

• Cover Letter (required)
• Resume/CV (required)
• Three (3) professional references (required)

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