Assist Executive Director in preparing presentations, reports, and statements, composing and editing emails, reports, and agendas, exhibiting professionalism and confidentiality.
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.
Manage calendars for Executive and Deputy Directors, responding to speaking and meeting requests, exercising discretion and judgment as to priorities.
Coordinate travel arrangements and manage reimbursements for Executive and Deputy Directors.
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.
Manage Directorsâ™, PI, and other internal meetings, developing agendas, taking and distributing minutes, keeping track of meeting decisions, and following up on action items after meetings.
Coordinate Steering Committee meetings, draft communications to Steering Committee members, and maintain Steering Committee database.
Schedule and organize Consortium Investor Council meetings, creating agendas, coordinating logistics, taking minutes, and providing meeting facilitation.
Support communication with Consortium Investor Council members, drafting emails to funders, providing content and editing support to funder reports.
Prepare summaries of Consortium Investor Council funds and expenses in coordination with accountant and development officer for reporting to Consortium Investor Council members.
Organize large meetings, conferences, workshops, and social events as needed, including scheduling, identifying and coordinating with vendors and handling attendeesâ™ itineraries, travel arrangements and reimbursements.
Participate in committees, task forces, and development activities.
Performs other related work as needed.
Bachelorâ™s degree or Associate degree
Previous administrative experience
Technical Skills or Knowledge:
Advanced knowledge and applications of Windows, Microsoft Word, Excel, PowerPoint, including ability to create and format tables and figures.
Knowledge of University of Chicago software programs or willingness to learn.
Ability to work collaboratively in a fluid organizational environment.
Strong interpersonal skills, including the ability to interact/communicate with clarity, tact, and courtesy with stakeholders.
Ability to recognize and take responsibility and resolve or refer problems.
Ability to take initiative and a proactive approach to tasks and projects.
Ability to exercise sound judgment and maintain confidentiality.
Willingness to learn, ask questions and accept critique.
Ability to prioritize multiple tasks, projects, or goals in order to maximize productivity and effectiveness.
Exceptional organizational skills and attention to detail.
Strong writing, editing, and proofreading skills.
Problem solving, reasoning, and critical thinking skills; handling multiple concurrent tasks
Some periods of high stress
Constant interruptions with work environment; must assimilate and incorporate newly acquired information in a timely manner
Relatively sedentary position
Frequent keyboarding and reading on-screen and printed text
Extended time working at a computer
Periodic travel to sites around Chicago
Cover letter (required)
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