The University of Chicago Booth School of Business hiring Executive Assistant in Chicago, IL | LinkedIn (2024)

GENERAL SUMMARY: Commercial Real Estate Operations (CREO) and the Polsky Center for Entrepreneurship and Innovation are co-located In Harper Court, located at 5235 S Harper Court. The two teams seek an organized and proactive Executive Assistant with a dual reporting role to the Associate Vice President of Commercial Real Estate and the Managing Director of the Polsky Center for Entrepreneurship and Innovation. The successful candidate will provide a wide range of administrative and executive support, including managing executive and team calendars, coordinating travel, preparing reports, supporting select events, and assisting with property and asset management tasks. The ideal candidate will have experience supporting real estate or property management offices and/or experience in higher education. The ideal candidate will also have exceptional communication and organizational skills, and the ability to solve problems independently and handle multiple tasks simultaneously.

Principal Duties and Responsibilities:

Administrative: (60 percent)

• Manages executive and team calendars and schedules, including scheduling appointments, meetings, and travel arrangements.
• Handles all department administrative tasks such as managing expense reports, ordering supplies, renewing equipment licenses, and processing department vendor invoices.
• Coordinates and plans events and meetings.
• Develops good working relationships with administrative staff supporting other executives, staff, and external partners.
• Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.

Property and Asset Management: (20 percent)

• Serves as an administrative liaison to third-party property management and parking firms, including processing UChicago staff parking applications and payroll deductions, coordinating identification card/building access, and maintaining shared conference room audio-visual equipment.

Special Projects: (20 percent)

• Conducts research and coordinates special projects as directed. Prepares write-ups for recommendations for operational and administrative problems.
• Supports select events for CREO and Polsky leadership as needed to supplement existing event management staff
• Coordinates aggregation of biweekly reports from the leadership team to submit to central administration.

Knowledge, Skills, and Experience:

• College or university degree in business administration or related field.
• Minimum five years of consistent proven work experience as an assistant to senior management.
• Provides support to a large group.
• Strong experience with online calendaring.
• Proficient in Microsoft Office Suite and other relevant software.
• Familiarity with UChicago or other higher education institutions.
• Strong organizational, time management, and prioritization skills.
• Excellent communication and interpersonal skills.
• Handle confidential information with discretion.
• Attention to detail and accuracy.
• Work independently and collaboratively.
• Flexible and adaptable to changing priorities and deadlines.
• Office environment.
• In-person support on our Hyde Park campus three to four days a week.
• Resume (Required)
• Cover Letter (Preferred)

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. Academic job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5671 or email ACOppAdministrator@uchicago.edu with their request. Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-834-1841 or email talentacquisition@uchicago.edu with their request.