Executive and Administrative Assistant

* 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.
* 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…