Executive Assistant

Department
 

SSD: Economics - Staff and Temporary Employees

About the Department
 

For over a century, the Kenneth C. Griffin Department of Economics has been recognized as one of the world's leading centers for economic research and education. The Department's faculty has received numerous awards, including more Nobel Prize laureates and John Bates Clark medalists in economics than any other university. Among our faculty are many members of the National Academy of Sciences, the American Academy of Arts and Sciences, and the Econometric Society.

Job Summary
 

Reporting to the Director of Finance, Operations, and Personnel, the Executive Assistant will provide a wide variety of administrative support and project assistance for the Chair and other faculty members including scheduling, coordinating high-priority meetings, running special events, maintaining calendars, and booking travel. In addition, the Executive Assistant will coordinate travel, meetings, and events involving ADA accessibility, while upholding confidentiality and exercising discretion in handling sensitive matters. This position is hybrid with on campus and remote work days.

Responsibilities

• Proactively manage the scheduling of the Chair’s calendar, including resolution of schedule conflicts, schedule prioritization, and meeting logistics (development and distribution of agenda and meeting materials; making room reservations, AV, handling catering needs, etc.) exercising considerable discretion and judgment.

• Steward relationships with high-profile funders, donors, and potential donors on behalf of faculty members by coordinating annual donor reports; assist with coordination of faculty member’s work with outside institutions, including NGOs and government agencies.

• Manage speaking and media requests for domestic and international events. This includes screening requests and accepting them via email.

• Coordinate complex domestic and multi-country international travel arrangements for faculty members including associated visa(s), airfare, ground transportation, hotel, and registration fees, according to faculty member’s preferences and with Dean’s approval. Coordinate travel involving ADA accessibility as needed.

• Monitor faculty member’s internal and external communications to maximize research impact and exposure. Always handle sensitive written and telephone communications effectively in a professional manner: answer, screen, and direct communications with utmost courtesy, professionalism, and confidentiality. 

• Maintain faculty member’s website, course sites, and special websites for specific events or research. Maintain CV.

• Manage faculty member’s finances including soliciting and processing travel reimbursements, honoraria, and external receivables, to ensure timely payments using GEMS and E-Payment. Order supplies and equipment using Buysite. Monthly reconciliation of faculty’s financial accounts.

• Organize on- and off-campus meetings including lab meetings, dinners, and other special events. Coordinate Visitor travel arrangements and reimbursements; itineraries; room reservations, ground transportation, and building access.

• Prepare faculty annual report using Interfolio. Prepare and coordinate letters of recommendation for graduate students. Compose and distribute departmental announcements and schedule faculty meetings. Compose and track the solicitation of evaluative letters for recruitment, and promotion/ tenure cases. Manage the faculty and other academic raise letter process.

• Maintain the department directory and emergency contact information and revise quarterly.

• Monitor and approve biweekly time for Research Assistants.

• 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 the 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 Qualifications
 

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

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Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

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