Executive Assistant

at  The University of Chicago

Department
BFI - Administration
About the Department
The Becker Friedman Institute for Economics (BFI) works with the Chicago Economics community to turn its evidence-based research into real-world impact. BFI takes a unique approach to bridging the divide between academic researchers and decision-makers in the business community and government by translating and packaging the rigorous work of the Chicago Economics community into accessible formats, and proactively sharing those findings with relevant decision-makers and thought leaders around the globe. BFI is a collaborative platform serving the University of Chicago Booth School of Business, the Kenneth C. Griffin Department of Economics, the Harris School of Public Policy, and the Law School. For more information visit https://bfi.uchicago.edu.
Job Summary
The Executive Assistant will independently manage multiple administrative and management tasks, providing high-level support to organizational leadership to the Director of the Becker Friedman Institute. The Executive Assistant must be able to provide a wide variety of exceptional strategic support and project assistance including scheduling and coordinating high-priority meetings, organizing meetings and workshops, running special events, and maintaining calendars, while upholding confidentiality and exercising discretion in handling sensitive matters.
This position provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services.

Responsibilities

• Provides high-level, strategic oversight of schedule and engagements including triaging and confirming internal and external invitations; developing and communicating agenda and meeting expectations; and leading follow-up with meeting participants for resulting deliverables.
• Acts as a primary point of contact for internal and external stakeholders, facilitates efficient communication within the BFI team, and coordinates meetings, events, and travel arrangements to ensure seamless operations.
• May coordinate academic program activities, manage work priorities, and ensure timely and accurate execution of tasks, with a focus on Saieh Fellows initiatives.
• Manages faculty member’s day-to-day expenses, reconciles expense reports, and works in collaboration with the finance administrator to solicit and process travel reimbursements, honoraria and other internal and external receivables, ensuring timely dispersal of obligated payments using GEMS.
• Stays informed of activities relating to University programs and initiatives, apprising the faculty of issues when deemed necessary.
• Guides projects from onset to completion, with a particular focus on the faculty member’s many external, internal, and publication related deadlines, accountable to ensure deadlines are monitored, and met on time. May be responsible for obtaining permissions and copyright registrations.
• Organizes on- and off-campus business meetings and business dinners for the Director of BFI and Executive Director, including travel arrangements and itineraries.
• Offers confidential and elevated administrative assistance to a key executive and leaders within the institute, remaining attuned to university programs and initiatives.
• Ensures seamless information exchange between the leader’s office and the University, addressing pertinent issues as needed.
• Produces specialized reports and summaries, contributes to daily office operations, and aids in formulating administrative objectives and policies. Skillfully maintains the leader’s calendar, exercising discernment and judgment in prioritizing tasks and optimizing the leader’s schedule.
• Prepares 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.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader’s budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
• Performs other related work as needed.

Minimum Qualifications
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:
-
Preferred Qualifications

Education:

• Four-year bachelor’s degree in a related field.

Experience:

• Background supporting faculty.
• Calendaring, planning special events, and scheduling complex appointments and high-profile meetings.
• Coordinating complex domestic and international travel.
• Obtaining visas for international travel.

Technical Skills or Knowledge:

• Proficiency in Microsoft Outlook, Excel, PowerPoint, and Word. Experience in project management.
• Demonstrated knowledge of university financial systems, Buysite, and purchase order (PO) process.
• Familiarity with University financial policies and procedures and with domestic and international tax regulations.

Preferred Competencies

• Excellent organizational and analytical skills with high-level of accuracy and sharp attention to detail.
• Superior interpersonal skills and work effectively with a wide range of individuals and constituencies in a diverse professional environment.
• Demonstrated excellence in written and verbal communication.
• Handle highly confidential and sensitive materials and situations.
• Effectively manage a heavy workload, competing priorities, and tight deadlines.
• A quick, self-learner with ability to initiate, organize, prioritize and complete multiple, high-level projects. Meet tight deadlines and work effectively with minimal supervision in a fast-paced environment.
• Demonstrated ability to anticipate and respond to future needs.
• Works well independently and in a team environment.
• Use appropriate resources and follow an issue through to resolution.
• Demonstrated sound judgment with the ability to solve problems and make effective decisions.

Application Documents

• Resume/CV (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Administration & Management
Role Impact
Individual Contributor
FLSA Status
Exempt
Pay Frequency
Monthly
Scheduled Weekly Hours
37.5
Benefits Eligible
Yes
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
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• Provides high-level, strategic oversight of schedule and engagements including triaging and confirming internal and external invitations; developing and communicating agenda and meeting expectations; and leading follow-up with meeting participants for resulting deliverables.
• Acts as a primary point of contact for internal and external stakeholders, facilitates efficient communication within the BFI team, and coordinates meetings, events, and travel arrangements to ensure seamless operations.
• May coordinate academic program activities, manage work priorities, and ensure timely and accurate execution of tasks, with a focus on Saieh Fellows initiatives.
• Manages faculty member’s day-to-day expenses, reconciles expense reports, and works in collaboration with the finance administrator to solicit and process travel reimbursements, honoraria and other internal and external receivables, ensuring timely dispersal of obligated payments using GEMS.
• Stays informed of activities relating to University programs and initiatives, apprising the faculty of issues when deemed necessary.
• Guides projects from onset to completion, with a particular focus on the faculty member’s many external, internal, and publication related deadlines, accountable to ensure deadlines are monitored, and met on time. May be responsible for obtaining permissions and copyright registrations.
• Organizes on- and off-campus business meetings and business dinners for the Director of BFI and Executive Director, including travel arrangements and itineraries.
• Offers confidential and elevated administrative assistance to a key executive and leaders within the institute, remaining attuned to university programs and initiatives.
• Ensures seamless information exchange between the leader’s office and the University, addressing pertinent issues as needed.
• Produces specialized reports and summaries, contributes to daily office operations, and aids in formulating administrative objectives and policies. Skillfully maintains the leader’s calendar, exercising discernment and judgment in prioritizing tasks and optimizing the leader’s schedule.
• Prepares 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.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader’s budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
• Performs other related work as needed