Office Manager and Executive Assistant

Job Description:

• Responsible for monitoring, managing and prioritizing a complex calendar along with incoming communications; prioritize and coordinate the appropriate responses.
• Exercises considerable judgment as to the optimal use of the Advisorâ™s time, taking on administrative detail and project management by reading, researching, and routing correspondence, collecting and analyzing information, and composing timely responses.
• Provides complex and confidential administrative assistance on the daily operations of the office such as managing the calendar, website, email, voicemail, scheduling meetings, and coordinating conference calls.
• Oversees all logistical details of meetings and travel.
• Operates at the highest level of confidentiality regarding personal and financial matters and deftly manage unique situations with discretion.
• Collaborates with Chief of Staff and Chief of Operations to help plan and manage regular convening events at the Advisorâ™s home, Art Galleries and other venues.
• Develops and maintains excellent relationships with the Advisorâ™s associates and network.
• Manages special projects.
• May require occasional travel.
• Administers organization of all common office and work spaces; establishes guidelines for maintenance of individual office and work spaces.
• Maintains inventory of all computer and audio and visual equipment.
• Handles inventory of supplies for special events.
• Determines need, orders and ensures availability of office supplies at all times.
• Serves as primary contact for cleaning service and other external vendors supporting facilities maintenance. 
• Supervises set-up of furniture and equipment for special programs, in coordination with the Rebuild Foundation of TGS programming staff.
• Coordinates move-ins of any partners utilizing space within the TGS ecosystem.
• Supports the COO and COS in daily operations and coordination of work to support execution of strategies, plans and processes. 
• Manages collection and distribution of mail on a timely basis. 
• 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.
• Initiates correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors.
• Performs other related work as needed.

Preferred Qualifications

Education:

• Bachelor's degree.

Experience:

• A minimum of six years progressively responsible administrative experience supporting executive level leaders.
• Bachelor's degree plus a minimum of three years of progressively responsible administrative experience supporting executive level leaders.
• Accomplished at composing written communications and editing and proofreading material written by others.
• 1â3 years work experience in project management, writing, research, logistics and/or event planning.

Technical Skills or Knowledge:

• Expertise in common office productivity software applications (e.g., Gmail Outlook, Word, Excel, PowerPoint).
• Proficiency with Adobe Acrobat and Trello.
• Savvy with social media platforms and web content management.

Preferred Competenciesâ‹

• Effective verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Handle VIPs, dignitaries and public figures with courtesy, clarity, and diplomacy.
• Manage sensitive and confidential situations and information with absolute discretion.
• Maintain calm and courteous demeanor and work productively despite competing priorities, complex problems, and tight deadlines.
• Strong problem-solving skills.
• Use appropriate resources to resolve an issue.
• Follow an issue through to resolution.
• Considerable skill in working both independently and as a team member.
• Take initiative and organize and complete projects with minimal supervision.
• Proficiency with word processing applications and spreadsheets and databases.
• Outstanding planning, execution and time management skills.

Working Conditions

• Willingness to work flexible schedule to accommodate event coverage.

Application Documents

• Resume/CV (required)
• Cover Letter (required)
• References Contact Information (3)(required)

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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 the Applicant Inquiry Form.

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: 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.