Operations and Administrative Specialist
$65,000–$80,000 year
On-siteChicago, Illinois, United States
Job Summary
Manage a senior executive leader's calendar, including scheduling, prioritization, and conflict resolution, while preparing meeting agendas, briefing materials, and background documents. Execute comprehensive administrative support by coordinating the full lifecycle of internal events, handling travel requests, processing expense reports, and serving as the first point of contact for visitors and inquiries. Lead end-to-end project execution from initiation through completion, maintaining work plans, tracking deliverables, and developing internal reporting processes. Assist with HR activities such as interview logistics and onboarding, and support policy review and development. Prepare special reports, manage operational budgets, and develop administrative goals and policies to advance the office's research mission.
Required Qualifications
- vocational training, apprenticeships or the equivalent experience in related field
- knowledge and skills developed through 7+ years of work experience in a related job discipline
- 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
Desired Qualifications
- A university or college degree with research exposure strongly preferred
- backgrounds in business administration, communications, policy, or related fields welcome
- Professional experience in executive support, office or lab administration, HR or talent management, or a related role
- Genuine interest in or passion for research infrastructure, operations, and policy
- Excellent written and verbal communication skills, with strong attention to detail
- Demonstrated ability to manage multiple priorities simultaneously and meet deadlines in a fast-paced environment
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and project management software
- Comfort with AI tools (e.g., Claude) to support operational and administrative efficiency and related tasks
- Experience with event logistics, including venue booking, catering coordination, and on-site management
- Familiarity with university systems such as Workday strongly preferred
- Strong interpersonal skills and the ability to work collaboratively across departments and with senior leadership
- Proven discretion and sound judgment in handling sensitive or confidential information
- Experience supporting a senior leader or executive in a complex organization
- Experience working in a university, research, or academic setting strongly preferred
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