Executive Assistant

Department

Booth Polsky Center

About the Department

The Commercial Real Estate Operations (CREO) team and the Polsky Center for Entrepreneurship and Innovation are co- located In Harper Court, located at 5235 S Harper Court. The Polsky Center’s mission is to advance innovative ideas and technologies from the University of Chicago ecosystem to the world. Through education, resources, and programs, the Polsky Center commercializes discoveries, accelerates venture growth, supports students interested in entrepreneurial careers, and supports local small businesses. The University of Chicago's CREO Department is a unit within the Office of Civic Engagement with a dual reporting line to the Finance and Administration Division that engages in a wide array of real estate services, including asset acquisition, asset disposition, development, asset management, lease negotiation, lease administration, and construction.

The University of Chicago Booth School of Business is the second-oldest business school in the U.S. and second to none when it comes to influencing business education and business practices. Since 1898, the school has produced ideas and leaders that shape the world of business. Their rigorous, discipline-based approach to business education transforms students into confident, effective, respected business leaders prepared to face the toughest challenges.

Chicago Booth has the finest set of facilities of any business school in the world. Each of the four campuses (two in Chicago, one in London, and one in Hong Kong) reflects the architectural traditions of its environs while offering a state-of-the-art learning environment.
Chicago Booth is proud to claim:
-an unmatched faculty.
-degree and open enrollment programs offered on three continents.
-a global body of nearly 56,000 accomplished alumni.
-strong and growing corporate relationships that provide a wealth of lifelong career opportunities.

As part of the world-renowned University of Chicago, Chicago Booth shares the University's core values that shape the distinctive intellectual culture. At Booth, they constantly question and test ideas, and seek proof. This extraordinarily effective approach to business leads to new ideas and innovative solutions. Seven of the Booth faculty members have won Nobel Prizes for these ideas - the first business school to achieve this accomplishment.

For more information about the University of Chicago Booth School of Business, please visit:

Job Summary

The Executive Assistant 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 other special projects as needed. The Executive Assistant will have a dual reporting role to the Associate Vice President of Commercial Real Estate and the Managing Director and Associate Vice President of the Polsky Center for Entrepreneurship and Innovation.

Responsibilities

• Manages executive and team calendars and schedules, including scheduling appointments, meetings, and travel arrangements for executives and for executives’ direct reports
• Handles department administrative tasks such as managing expense reports, ordering supplies, renewing equipment licenses, processing of 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.
• Coordinates special projects as directed, including conducting research and preparing write ups for recommendations for operational and administrative challenges and opportunities and implementing solutions.
• Supports select events for CREO and Polsky leadership as needed to supplement event management staff.
• Coordinates aggregation of leadership team reports or presentations on a recurring basis, such as monthly All Hands presentations and quarterly leadership reports.
• Potential to serve 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.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Experience:

• At least five years of consistent work experience as an assistant to senior management.

Technical Skills or Knowledge:

• Demonstrated proficiency with MS Office (Word, Excel, PowerPoint, and Outlook).

Preferred Competencies

• Strong organizational, time management, and prioritization skills.
• Strong communication skills, customer service-oriented approach, and work both independently and collaboratively.
• Adaptability to changing priorities and deadlines and handle multiple tasks simultaneously.
• Attention to detail and accuracy and handle confidential information with discretion.
• Familiarity with the University of Chicago or other higher education institutions.
• Interest in entrepreneurship and/or property management.

Working Conditions

• This position is currently expected to work a minimum four days per week in the office.

Application Documents

• Resume/CV (required)
• Cover Letter (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$70,000.00 - $95,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook .

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Job seekers in need of a reasonable accommodation to complete the application process should call View phone number on swooped.co or submit a request via Applicant Inquiry Form.

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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