University of Chicago · 16 hours ago
Executive Assistant, Alumni and Community Experiences
Chicago, IL
Full-time
Hybrid
Mid, Senior Level
$68K/yr - $80K/yr
7+ years expThe University of Chicago is a prestigious institution that engages a diverse community of alumni, students, and friends through various programs. The Executive Assistant for Alumni and Community Experiences will provide high-level administrative support, coordinate communications, and manage schedules for the leadership team, ensuring efficient operations within the department.
Higher Education
Responsibilities
Performs advanced, diversified and confidential administrative support for the Alumni and Community Experience leadership team and assigned staff. Relieves executives of as much administrative detail as possible
Maintains executives’ calendars, exercising considerable discretion and judgment as to priorities and effective use of the executive time
Coordinates information flow to and from executives’ office. Ensures executive is apprised, prepared and briefed when necessary. Represents executives to other University and external offices
Stays informed of University and division programs and initiatives. Liaise with individuals internal and external to the University
Resolves routine and complex inquiries. Provides information in response to requests, direct calls, and other relevant information to appropriate individuals while using discretion and judgment in using confidential information. Refers inquiries to appropriate person and follows up to ensure complete and timely responses. May provide back-up support for primary alumni communication channels
Maintains constituent records and actively supports the creation and management of alumni data, including the preparation of custom and ad hoc reports, spreadsheets, graphs, charts and presentations. Prepares special reports and summaries and compiles data, statistics, and other information as needed using various sources
Schedules, coordinates, and facilitates meetings, conferences and special events with staff, guests, and donors. Researches meeting sites and chooses venues. Makes all meeting and travel arrangements. Communicates with meeting participants and their staff. Drafts agendas and creates materials needed for meetings with great attention to detail and cross-campus collaboration
Coordinates complex travel arrangements for the executive(s) and assigned staff. Prepares itineraries
Reconciles expenses for executive(s)
Seeks opportunities for professional development that will enhance job performance including attending webinars, seminars, building networks within the University and with colleagues at peer institutions
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
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
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 7+ years of work experience in a related job discipline
Performs advanced, diversified and confidential administrative support for the Alumni and Community Experience leadership team and assigned staff
Relieves executives of as much administrative detail as possible
Maintains executives' calendars, exercising considerable discretion and judgment as to priorities and effective use of the executive time
Coordinates information flow to and from executives' office
Ensures executive is apprised, prepared and briefed when necessary
Represents executives to other University and external offices
Stays informed of University and division programs and initiatives
Liaise with individuals internal and external to the University
Resolves routine and complex inquiries
Provides information in response to requests, direct calls, and other relevant information to appropriate individuals while using discretion and judgment in using confidential information
Refers inquiries to appropriate person and follows up to ensure complete and timely responses
May provide back-up support for primary alumni communication channels
Maintains constituent records and actively supports the creation and management of alumni data, including the preparation of custom and ad hoc reports, spreadsheets, graphs, charts and presentations
Prepares special reports and summaries and compiles data, statistics, and other information as needed using various sources
Schedules, coordinates, and facilitates meetings, conferences and special events with staff, guests, and donors
Researches meeting sites and chooses venues
Makes all meeting and travel arrangements
Communicates with meeting participants and their staff
Drafts agendas and creates materials needed for meetings with great attention to detail and cross-campus collaboration
Coordinates complex travel arrangements for the executive(s) and assigned staff
Prepares itineraries
Reconciles expenses for executive(s)
Seeks opportunities for professional development that will enhance job performance including attending webinars, seminars, building networks within the University and with colleagues at peer institutions
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
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
Performs other related work as needed
Resume/CV (required)
Preferred
Bachelor's degree
Minimum seven years of administrative, office management, or other professional experience in a fast-paced, complex office environment
Managing cross-team projects
Minimum one year of experience developing and monitoring budgets
Minimum one year of experience planning and executing events
Demonstrated skill and knowledge of, or ability to learn quickly, the internal workings of the University as well as the technology tools available to the Office of Advancement, including Phoenix, the University's Donor Relationship Management System
Proficient in a Microsoft Windows computer environment, especially Microsoft Outlook, Word, Excel, PowerPoint and Access
Outstanding interpersonal and communications skills characterized by the ability to listen, speak, and write effectively
Explain complex ideas clearly and simply
Manage confidential information with discretion and tact
Act with integrity, professionalism, and confidentiality
Work collegially and collaboratively in a team setting
Self-motivated and take initiative
Prioritize multiple projects and independently follow through with detail
Cover Letter addressed to the Hiring Committee (preferred)
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
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (341)
2024 (318)
2023 (285)
2022 (233)
2021 (179)
2020 (172)
Funding
Current Stage
Late StageLeadership Team
Benedicte Nolens
Distinguished Executive in Residence
Recent News
2025-11-08
San Gabriel Valley Tribune
2025-10-23
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