Executive Assistant

Department

Climate Institute Administration

About the Department

The University of Chicago Institute for Climate and Sustainable Growth (ICSG) is a groundbreaking effort uniting faculty from across the University to advance society’s understanding of our energy and climate future. The Institute combines faculty insights in energy markets and policy, climate systems engineering, and energy technology to produce world-changing ideas while also investing in the next generation of energy and climate thinkers, leaders, and innovators through novel educational programs.

Job Summary

The Executive Assistant will independently manage multiple administrative and management tasks, providing high-level support to organizational leadership, the Faculty and Executive Director of the Institute. 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. Responsible for planning, directing, coordinating and managing daily operations individual organization units, and centers or academic departments. Responsibilities are diverse and general in nature and may reflect more than one functional area.

Responsibilities

• May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports at the direction of the Director of Administrative Support.
• Organizes on- and off-campus meetings including dinners, workshops, and other special events. Coordinates speakers, handling all travel arrangements and reimbursements using E Payment; handles speaker’s itinerary; makes room reservations in ASTRA; arranges for ground transportation.
• Manages day-to-day expenses and reconciliations of expense reports, and works in collaboration with the finance administrator soliciting and processing travel reimbursements and other internal and external receivables, to ensure timely dispersal of obligated payments using GEMS.
• Coordinates onsite lunches for meetings, which consist of ordering, setup, and breakdown.
• Coordinates special projects as directed by the leader. Prepares write-ups for recommendations for operational and administrative problems.
• Serves as backup as needed for administrative tasks, as requested by Events and/or Development teams.
• Assists HR with scheduling interviews for ED, and acts as backup administrative support for HR lunches.
• 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.
• Stays informed of activities relating to University programs and initiatives, apprising the faculty of issues when deemed necessary.
• Assists Director of Administrative Support with prep for faculty annual report using Interfolio. Prepares and coordinates letters of recommendation for graduate students and postdocs.
• Monitors faculty member’s internal and external communications to maximize research impact and exposure. Handles sensitive written and telephone communications effectively in a professional manner at all times; answers, screens, and directs communications with utmost courtesy, professionalism, and confidentiality.  Composes and edits emails, letters, memos, reports and meeting agendas. Monitors faculty member’s website, course sites and special websites for specific events or research.
• Assists Director of Administrative Support with Faculty Director’s scheduling and projects.
• Coordinates with the Institute’s adviser primary administrative support on scheduling when on campus.
• Coordinates and oversees international travel for Global AQLI team of 5, keeping global teams up to date in real time with status of flights/hotels/transportation across multiple time zones.
• Coordinates travel logistics for distinguished guests and Fellows of the Institute, across multiple time zones and countries.
• Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiati