Executive Assistant, University Communications
$68,000–$88,000 year
On-siteChicago, Illinois, United States
Job Summary
Manage calendars for four executives, exercising discretion to prioritize schedules and coordinate meetings, conferences, and special events. Serve as the overall office administrative support by routing inquiries, preparing confidential correspondence, and greeting guests. Organize team activities, support large events including vendor coordination and A/V needs, and maintain office space and supplies. Assist with travel requests, manage invoicing and accounts payable through Oracle, and prepare special reports and summaries. Coordinate information flow from the leader's office to the University and staff Board of Directors meetings.
Required Qualifications
- 7+ years of work experience in a related job discipline
- Familiarity with central administration within a complex academic environment
- Considerable experience with Microsoft Outlook
- Considerable experience with Microsoft Word
- Considerable experience with Zoom
- Considerable experience with Microsoft PowerPoint
- Considerable experience with Microsoft Excel
- Considerable experience with Adobe Acrobat
- Proficiency with word processing and presentation applications and spreadsheets and databases
Desired Qualifications
- Bachelor's degree
- 8 years of senior administrative support
- Excellent oral and written communication skills
- Excellent interpersonal and customer service skills
- Ability to take initiative and adapt and respond in a fast-paced and time-sensitive environment
- Ability to handle public contacts with courtesy, clarity, and diplomacy
- Ability to handle sensitive and confidential situations and information with absolute discretion and tact
- Ability to maintain calm and courteous demeanor and to work productively despite multiple competing priorities, complex problems, and tight deadlines
- Ability to look around corners and anticipate needs or areas for improvement
- Ability to identify opportunities for and learn to use technology to help create efficiency and productivity
- Ability to interact effectively with other University staff (including executive assistants in other offices), University officers, trustees, and affiliated vendors
- Excellent problem-solving skills
- Impeccable attention to detail
- Empathic and emotionally intelligent, tuned in to others
- Considerable skill in working both independently and as a team member
- Ability to take initiative and organize and complete projects with minimal supervision
- Highly motivated, organized individual who is able to work effectively
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