Executive Assistant

Department

BSD ADM - Administration

About the Department

UNIVERSITY OF CHICAGO OVERVIEW

The University of Chicago biomedical enterprise houses three entities: the Biological Sciences Division (BSD), the University of Chicago Medicine (UCM), and the Pritzker School of Medicine. Collectively called UCM, we are one of the nation's leading academic medical institutions and have been at the forefront of discovery, education, and clinical care since 1927. Located 20 minutes south of downtown Chicago, our Hyde Park main campus provides a single environment for learning, world-renowned basic science and clinical research, and outstanding clinical care.

The BSD is the largest academic unit within the University. The BSD is comprised of faculty from ten basic science departments, 13 clinical departments, and several Centers and Institutes. The approximately 1,300 faculty and 3,000 staff members working in the BSD collaborate across the organization to achieve our Mission, Vision, and Values (MVV):

MISSION: As part of the University of Chicago, we pursue globally impactful solutions to seemingly unsolvable challenges. Through our rigorous research, innovative education, and comprehensive care and healing, we collaborate on life-changing advancements that create meaningful results for our community and the world, including a greater, more equitable future for all.

VISION: Together, we elevate the human experience with knowledge and health care.

VALUES: Commit to Excellence: We contribute our exceptional talents to all we do and empower the same spirit of excellence in others.

Embrace Curiosity: We stay open to new ideas, champion diverse perspectives, and drive a culture of thoughtful risk-taking to deliver transformative innovation.

Embody Equity: We identify systemic issues and then foster change to drive a more equitable environment inclusive of diverse people, ideas, and fields of science.

Grow Together: We meaningfully collaborate with one another to create something bigger than we could ever achieve alone.

Make a Difference: We lead with heart and compassion in all our interactions. We create positive change in our areas of influence, whether expanding scientific inquiry, developing the next generation of leaders, or healing our community.

Take Ownership: We accomplish what we say we will and hold ourselves and one another accountable for our actions.

The MVV serves as our True North, charting our strategic plan for the next ten years and beyond. It is an exciting time to be a part of the University of Chicago and the BSD. Our team is helping shape the future for our learners, staff, faculty, patients, and community.

Job Summary

The Executive Assistant provides high level administrative support to designated senior executives and academic leaders. Responsibilities include assisting with organization and correspondence, daily calendar management, and project oversight for strategic initiatives. The Executive Assistant manages the day-to- day operations for the administrative office and provides administrative and analytical support for strategic planning events and activities. This position acts as a liaison for the leaders across various BSD, health system, community, and University offices. This position requires the highest level of discretion and confidentiality.

Responsibilities

• Provides administrative assistance to BSD executives including creating project plans, scheduling meetings, coordinating resources with other BSD units, and assisting with the creation and updating of project tracking and reporting.

• Responsible for planning standing and ad hoc leadership meetings with BSD, Medical center, community leaders and University executives.

• Provide and manage administrative, expense and logistic support for the office suite, including but not limited to calendar management, room reservations, expense management, mail, travel logistics, and recruitment efforts, all with a sense of urgency and utmost confidentiality.

• Prep, set up, execute, and follow up on meetings, interviews, functions, and projects ensuring oversight is well-coordinated, timely, and effective.

• Organize and manage meetings, off-sites and team-based events for training, development, recognition, and other organizational initiatives.

• Support annual planning processes, business planning, and performance review cycles.

• Track and help drive completion of key deliverables and follow up on outstanding items.

• Partner with the Executive Leadership team to support major events, projects, etc.

• Coordinate with staff on projects to help with goals and deliverables.

• Initiate correspondence and other written materials