Executive Assistant

Job Description:

About the Position  

 

The Chicago School is hiring an Executive Assistant (EA) to join an administrative team that supports the university’s leadership team (up to four principals). The EA is responsible for managing the principals’ calendars, travel arrangements, expenses, and meeting preparation.  

  

Successful candidates will be proactive and strategic, with an ability to manage schedules, travel, and office operations in a way that enables the executive team to trust that all administrative matters are covered. Successful candidates will be highly capable of independent and collaborative work.  

  

This position is open for remote hire. Occasional domestic travel may be required to support key meetings and events.  

  

  

Principal Duties   

Manage principals’ schedules, with the end user in mind  

• Schedule, execute, and coordinate a seamless run of the principals’ daily schedules, juggling multiple, simultaneous requests across multiple time zones and internal and external stakeholders. Proactively resolve conflicts and/or escalate issues to ensure quick resolution; do not let issues linger.  

• Strategically manage the principals’ calendars to increase focus and ensure best use of limited time (e.g., time blocking and defining limits, strategic scheduling to reserve focus time).  

• Ensure that the principals understand the basics of who, what, where, why, and how of every meeting. Prepare and discuss all essential logistics for each scheduled meeting, in coordination with key colleagues.  

  

Manage onsite and travel logistics with end users in mind   

• Manage onsite meetings and events for principals’ to ensure seamless execution, thinking through their needs and needs of external and/or other attendees and participants   

• Arrange travel logistics for the principals’ trips to key university meetings and events, thinking through their needs throughout the journey and meeting their travel preferences wherever possible.  

• Provide clear, comprehensive travel prep packs (e.g., detailed travel itineraries, logistical confirmations, meeting itineraries, stakeholder bios).  

• Prepare and manage all assigned expense reports, in accordance with university travel and expense policies.  

  

Oversee day-to-day office management responsibilities  

• Manage meeting materials, notes, and next steps for key meetings (e.g., leadership team meetings) and support specific deliverables and correspondence (e.g., creating agendas, meeting notes, developing regular reports using templates, etc.).  

• Coordinate with Legal, Finance, Human Resources, and others to track and execute contracts or other required paperwork.  

• Manage other duties as assigned, including deliverable support (research for upcoming meetings, writing. key communications or proposals, proofreading memos or presentations, etc.), developing or improving operational processes, special projects and assignments, etc.   

 

Basic Qualifications   

• Bachelor’s degree or commensurate professional experience  

• 2+ years’ experience as an assistant to executive leaders  

• Outstanding technical skill with Microsoft Outlook, Microsoft Teams, and Zoom  

• Competent technical skill with Microsoft Office Suite (especially PowerPoint, Excel, and Word)  

  

Ideal Qualifications   

• Professional experience with administrative support in higher education   

• Outstanding technical skill with Microsoft Office Suite (especially PowerPoint, Excel, and Word)  

• Competent technical skill with Concur travel and expense management systems   

 

Required Skills  

• Strong organizational skills and meticulous attention to detail: demonstrated ability to track multiple ongoing priorities and projects  

• Exceptional written and verbal communication skills  

• Demonstrated experience and ability to interact professionally with high-level internal and external stakeholders (e.g., Board members, potential donors, executives)  

• Positive, team-oriented attitude and a collaborative working style  

• Demonstrated ability to exercise sound judgement and maintain poise under pressure and handle matters with sound judgement, extreme confidentiality, and diplomacy  

• Absolute discretion and sound judgment: maintain confidentiality and manage high-pressure situations with tact and sensitivity  
    

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Compensation & Benefits

This opportunity is budgeted at $50,000 – $70,000 base compensation. Additional compensation factors may impact total compensation. To learn more about our competitive benefits and additional rewards, including generous paid time-off, medical and dental insurance coverage, life and disability insurance, retirement plan with employer contribution, multiple flexible spending accounts, tuition reimbursement, click the link below.

https://www.thechicagoschool.edu/career-opportunities/

The Chicago School is an Equal Opportunity Employer.

Please note: For the protection of faculty, staff, students, and all who enter our facilities, The Chicago School strongly recommends that all employees are fully vaccinated for COVID-19 per CDC guidance.