Executive Assistant

Department
 

ISAC: Administrative Staff

About the Department
 

The Institute for the Study of Ancient Cultures was founded in 1919 by James Henry Breasted with the financial support of John D. Rockefeller Jr., and was originally envisaged as a research laboratory for the investigation of the early human career that would trace humankind’s progress from the most ancient days of West Asia and North Africa. The goal of the Institute for the Study of Ancient Cultures is to be the world’s leading center for the study of the ancient civilizations of West Asia and North Africa by combining innovation in theory, methodology, and significant empirical discovery with the highest standards of rigorous scholarship.

The Institute for the Study of Ancient Cultures Museum was opened to the public in 1931. The majority of ISAC's collections are from its expeditions in West Asia and North Africa during the 1920s, 1930s, and 1940s. A major reinstallation of the Museum, including the construction of a climate-controlled wing for housing collections and archives, took place in the 1990s and early 2000s. A complete renovation of the Museum was completed in 2019 in celebration of ISAC's centennial. The Institute for the Study of Ancient Cultures is a unit within the University of Chicago and the name of the corporation is the 'University of Chicago. The corporation was originally incorporated on September 10, 1890.

Job Summary
 

The Institute for the Study of Ancient Cultures (ISAC) at The University of Chicago is seeking an experienced Executive Assistant to support the ISAC Director and provide support for critical administrative functions of the Institute.

The Executive Assistant will provide high-level support to the ISAC Director and leadership team while independently managing multiple administrative tasks. The individual 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.

The Executive Assistant also provides administrative support to the ISAC Finance Office and will utilize University platforms (Oracle, Workday, GEMS/Concur) and will serve as a liaison to ISAC and the University regarding the full account payable (A/P) cycle including Purchasing/Procurement, payments, and onboarding of external independent contractors.

Our unit follows a hybrid work structure that allows for one day of remote work per week, and four days per week on-site.

Responsibilities

• Provides administrative support for the ISAC Director. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from Director's office.
• Manages ISAC Director’s calendars and schedules, and travel arrangements. 
• Plans and organizes internal and external meetings. This will include identifying and booking meeting space, order refreshments, preparing agendas, minutes, and other related materials. 
• Coordinates special projects as directed by the ISAC Director and leadership team. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the Director's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports. 
• Prepares special reports and summaries, assists in managing daily operations of the office, and may assist in developing administrative goals and policies.  
• Handles numerous department administrative tasks such as managing expense reports (GEMS/Concur), ordering supplies and processing reimbursements and processing of department payable invoices (Oracle Procurement) and assist with the processing of external contractors.
• Develops good working relationships with administrative staff in addition to supporting faculty, staff, and external partners. 
• Provides office management through conference Room management, ensuring all office materials