Executive Administrative Assistant

Job Summary

The Executive Administrative Assistant provides high‑level administrative support to the Director of the Center for Translational Data Science (CTDS) at the University of Chicago. This role involves managing daily calendars, organizing projects, and drafting correspondence while ensuring the smooth operation of the Center’s office environment. Key responsibilities include prioritizing and managing competing requests, proactively securing resources, resolving issues using independent judgment, and acting as a liaison with various university entities, Center leadership, and external collaborators and sponsors.

• Provides comprehensive advanced administrative support to the Center's faculty director and senior leadership for a diverse set of activities.
• Implements, oversees, and acts as gatekeeper for all aspects of scheduling for the Center’s faculty director.
• Represents the Director, Center, and University well in all internal and external verbal, written, and in‑person correspondence.
• Builds relationships with a diverse set of vested parties and collaborators.
• Responds to inquiries and triages various avenues of correspondence, resolving routine and complex issues as needed.
• Researches, compiles, and analyzes data to prepare or create letters, reports, and other documents.
• Assists with the composition, editing, and proofing of scientific and/or technical documents including grants and manuscripts.
• Organizes and executes select Center projects, research programs, events, and data science initiatives.
• Works across technical and scientific teams to act as a liaison between the programmatic team and program participants.
• Manages expense reports and assists with budget monitoring and reconciliation.
• Oversees and maintains physical office space across multiple locations, including ordering equipment and supplies and coordinating with building or university facilities on repairs and upgrades.
• Serves on‑site staff and manages on‑site administrative functions and daily operations as needed.
• 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 and act as liaison to Board of Directors.
• Relieves leaders of administrative responsibilities.
• 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 assist in developing administrative goals and policies.
• Maintains the leader's calendar, exercising discretion and judgment as to priorities and effective use of the leader's time.
• Performs other related work as needed.

• 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:
  
  None specified.

• Expertise in scheduling and preparing leaders for meetings, events, interviews, and ongoing commitments to supporting a hybrid workforce.
• Proficient in creating, editing, and distributing executive communications, including presentation decks for leadership.
• Strong experience in reconciling budgets and tracking expenses, with timely updates and collaboration on office financial management.
• Familiarity with project management methodologies to enhance workflow and efficiency.
• Advanced proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word) and Google Suite (Docs, Sheets, etc.).
• Collaborative, solutions‑oriented approach to addressing organizational challenges and optimizing processes.
• Experience working with senior leadership in academic and healthcare settings, demonstrating a flexible approach to changing priorities.

• Ability to handle highly sensitive materials and situations with discretion.
• Excel…