University of Chicago · 18 hours ago
Executive and Administrative Assistant
Laird Bell Law Quadrangle
Full-time
Onsite
Senior Level, Lead/Staff
$85K/yr - $105K/yr
10+ years expThe University of Chicago is a prestigious institution offering a unique professional education. They are seeking an experienced Executive and Administrative Assistant to support the Dean, managing multiple administrative tasks with a high degree of discretion and attention to detail.
Higher Education
Responsibilities
Collaborates with Dean’s Office team on a wide range of shifting priorities, projects, and tasks in support of the Dean. Coordinates special projects on a regular basis or as assigned
Effectively and professionally communicates with a broad range of individuals internal as well as external to the University. Facilitates communications with and disseminates information to faculty, students, and staff within the Law School
Ensures accuracy in the preparation or review of written materials, including Power Point presentations, proposals, charts, and other correspondence and special projects. Initiates correspondence and other written materials under own signature or for signature of the Dean
Updates and maintains Dean’s CV, publication/bio sketch, and other information, as requested
Triages emails and calls to the appropriate contact person, including follow ups as needed to ensure complete and timely responses
Exercises a tailored approach and sound judgment to interpret and communicate office policies and procedures, including unique situations
Regularly monitors and standardizes procedures to improve the efficiency of the Dean's office. Supports the development and improvement of Dean’s Office policies and procedures
Leverages excellent customer service and problem solving skills to resolve routine and complex inquiries. Receives and investigates issues or questions needing a response from the Dean
Works closely with the Associate Dean for Administration on administrative and operational department tasks, including administrative items related to faculty recruitment
Coordinates information flow between Dean’s Office and University departments and units. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary
Exercises independent judgment, operates at all times with a high level of discretion, and maintains confidentiality across a wide range of issues and items
May assist with management of a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports
Provides high-level administrative support for a Dean or Officer of the University. Proactively relieves the Dean or Officer of as much administrative detail as possible by efficiently and independently performing all duties. Manages the daily operations of the office, maintain files and processes mail for their executive. Drafts, edits, and prepares presentations and communications ensuring their executive is prepared with meetings materials and presentations, pertinent information and/or statistics
Maintains the Dean or Officer’s complex and extremely active calendar and logistical needs, exercising considerable discretion and judgment as to priorities and effective use of the executive’s time. Confirms all meetings, necessary materials, and meeting locations in advance. Reviews upcoming meetings and events weekly with their executive. Arranges complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings
Performs other related work as needed
Qualification
Required
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 10+ years of work experience in a related job discipline
Resume/CV (required)
Cover letter (required)
Writing sample (required)
Preferred
Bachelor's degree strongly preferred
Proven experience directly serving the administrative needs of an executive or senior leader
Professional experience proofreading and editing executive communications
Must be result-oriented, have a high standard of excellence, exceptional planning, execution, strong analytical and judgment skills, and an outstanding commitment and proven ability to advancing an organization's priorities
Must be a resourceful, proactive, service-minded multitasker and problem-solver
Experience working in an academic unit and/or complex research university environment
Experience working in a fast-paced, dynamic environment
Familiarity with University of Chicago or higher education institutions
High level of collegiality in working with faculty, departmental and university administrators
Demonstrated excellent written and oral communication skills
Demonstrated time-management, proactive approach to problem-solving, organization and coordination skills to handle multiple, concurrent tasks with deadlines
Excellent interpersonal skills including outstanding judgment, discretion, a strong ethical approach to decision-making and a demonstrated ability to resolve conflicts fairly and diplomatically, and ability to maintain confidentiality
Ability to work independently, take direction, and achieve consensus
Ability to handle public contacts with courtesy, clarity, and diplomacy
Ability to maintain calm and courteous demeanor and to work productively and efficiently despite heavy workload, competing priorities, constant interruptions, complex problems, and tight deadlines
Benefits
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off.
Company
University of Chicago
One of the world’s great intellectual destinations, the University of Chicago empowers scholars and students to ask tough questions, cross disciplinary boundaries, and challenge conventional thinking to enrich human life around the globe.
10001+ employees
H1B Sponsorship
University of Chicago has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
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2025 (341)
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2020 (172)
Funding
Current Stage
Late StageLeadership Team
Benedicte Nolens
Distinguished Executive in Residence
Recent News
2025-11-08
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