Office Manager and Executive Assistant
Chicago, IL 
Posted 2 days ago
Job Description
DepartmentUniversity of Chicago Harris School of Public PolicyAbout the DepartmentTheaster Gates lives and works in Chicago. Gates creates work that focuses on space theory and land development, sculpture and performance. Drawing on his interest and training in urban planning and preservation, Gates redeems spaces that have been left behind. Known for his recirculation of art-world capital, Gates creates work that focuses on the possibility of the "life within things." Gates smartly upturns art values, land values, and human values. In all aspects of his work, he contends with the notion of Black space as a formal exercise - one defined by collective desire, artistic agency, and the tactics of a pragmatist. Gates is a professor at the University of Chicago in the Department of Visual Arts and the College. Gates also serves as the Senior Advisor for Cultural Innovation and Advisor to the Dean. Why policy? For a better world. Why Harris Public Policy? Because when it comes to better policymaking, evidence matters. We work at the frontiers of data collection and analysis, using the latest technology and social science methods to design policies that work for society. We conduct rigorous inquiry in an environment of innovation and risk taking. We collaborate across the private, public, and nonprofit sectors, adopting new methodologies to drive better solutions. We engage with our city, our world, and our leaders every day to evaluate and test our ideas. And we lead with our passion for driving social change, knowing that passion alone does not equal impact. This is Harris Public Policy: Social impact, down to a science.Job SummaryJOB SUMMARY Reporting to the Senior Advisor to the Dean of the Harris School of Public Policy, the Executive Assistant oversees all administrative functions for the office of the Advisor. The Executive Assistant provides communication, task prioritization, project management, and complex administrative support. The Executive Assistant will work with the Principal's Chief of Staff and Chief of Operations in an office that focuses on cultural policy, civic engagement, creative philanthropy and the arts. The Executive Assistant must be trustworthy, adaptable, independent, and flexible with an aptitude for learning. This position has non-traditional work hours and may require travel on occasion.ResponsibilitiesResponsible for monitoring, managing and prioritizing a complex calendaralong withincoming communications; prioritize and coordinate the appropriate responses.Exercises considerable judgment as to the optimal use ofthe Advisor'stime, taking on administrative detail and project managementby reading, researching, and routing correspondence,collecting and analyzing information,and composing timely responses.Provides complex and confidential administrative assistance on the daily operations of the office such as managing the calendar,website, email, voicemail,scheduling meetings, andcoordinatingconference calls.Oversees all logistical details of meetingsand travel.Operates at the highest level of confidentiality regarding personal and financial matters and deftly manage unique situations with discretion.Collaborates with Chief of Staff and Chief of Operations to help planand manageregular convening events at the Advisor's home,ArtGalleries and othervenues.Develops and maintains excellent relationships with theAdvisor'sassociates and network.Manages special projects.May require occasional travel.Administers organization of all common officeand workspaces; establishes guidelines for maintenance of individual office and work spaces.Maintains inventory of allcomputer andaudio and visual equipment.Handles inventory ofsupplies for special events.Determines need, orders and ensures availability of office supplies at all times.Serves as primary contact forcleaning service and other external vendors supporting facilitiesmaintenance.Supervises set-up of furniture and equipment forspecial programs, in coordination with theRebuild Foundationof TGS programming staff.Coordinates move-ins of anypartnersutilizingspace within the TGS ecosystem.Supportsthe COO and COSindaily operations and coordination of work to support execution of strategies, plans and processes.Manages collection and distribution of mail on a timely basis.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.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.Performs other related work as needed.Minimum QualificationsEducation: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:Preferred QualificationsEducation:Bachelor's degree.Experience:A minimum of six years progressively responsible administrative experience supporting executive level leaders.Bachelor's degree plus a minimum of three years of progressively responsible administrative experience supporting executive level leaders.Accomplished at composing written communications and editing and proofreading material written by others.1-3 years work experience in project management, writing, research, logistics and/or event planning.Technical Skills or Knowledge:Expertise in common office productivity software applications (e.g., Gmail Outlook, Word, Excel, PowerPoint).Proficiency with Adobe Acrobat and Trello.Savvy with social media platforms and web content management.Preferred CompetenciesEffective verbal and written communication skills.Excellent interpersonal and customer service skills.Handle VIPs, dignitaries and public figures with courtesy, clarity, and diplomacy.Manage sensitive and confidential situations and information with absolute discretion.Maintain calm and courteous demeanor and work productively despite competing priorities, complex problems, and tight deadlines.Strong problem-solving skills.Use appropriate resources to resolve an issue.Follow an issue through to resolution.Considerable skill in working both independently and as a team member.Take initiative and organize and complete projects with minimal supervision.Proficiency with word processing applications and spreadsheets and databases.Outstanding planning, execution and time management skills.Working ConditionsWillingness to work flexible schedule to accommodate event coverage.Application DocumentsResume/CV (required)Cover Letter (required)References Contact Information (3)(required)When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Resume/CV of the application.Job FamilyAdministration & ManagementRole ImpactIndividual ContributorFLSA StatusExemptPay FrequencyMonthlyScheduled Weekly Hours40Benefits EligibleYesDrug Test RequiredNoHealth Screen RequiredNoMotor Vehicle Record Inquiry RequiredNoPosting StatementThe University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.


Job Summary
The University of Chicago
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
Bachelor's Degree
Required Experience
7+ years
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