Executive Assistant

Department
 

UL Crime Ed Lab Office Support

About the Department
 

Who We Are: In cities across the country, people face high rates of gun violence, under-resourced schools, and social harms associated with the criminal justice system -- all of which disproportionately impact people of color. These inequalities have profound consequences on public safety and opportunity. As a society we have failed to address these challenges, in part, because of our lack of understanding of the most effective and cost-effective solutions that can have a real impact on people’s lives. We believe that rigorous research can help.

The University of Chicago Crime Lab and Education Lab partner with cities and communities to use data and rigorous research to design, test, and scale programs and policies that enhance public safety, improve educational outcomes, and advance justice. Our mission is to combine world-class data science and research, in partnership with government agencies, to substantially improve the effectiveness of the public sector and achieve impact at scale. To learn more about the Crime Lab and Education Lab, visit https://urbanlabs.uchicago.edu/labs/crime.

Job Summary
 

The University of Chicago Crime Lab is seeking an experienced Executive Assistant to support the Executive Director of our Community Violence Intervention Leadership Academy. The Executive Assistant will manage scheduling, assist in coordinating short- and long-term projects, serve as a liaison for internal and external partners, and support in event planning and logistics.

Responsibilities

• Provides high-level administrative support for the Executive Director, Community Violence Intervention Leadership Academy (CVILA). This includes, but is not limited to: coordinating daily schedules, maintaining calendars, scheduling meetings, reserving venues, booking travel, and managing mail, phone, and other correspondence.

• Provides confidential and high-level administrative support for Executive Director. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to University. Relieves leaders of administrative tasks such as scheduling, file management, documenting, invoicing, payment tracking, and travel booking.

• Plans and organizes internal and external meetings. This will include identifying and booking meeting space, order refreshments, preparing agendas, minutes, and other related materials.

• Manages operational task for the leadership team, including interpreting requests, reconciling accounts, submitting invoices, and processing reimbursements. May also be called on to develop and manage systems for information storage related to numerous projects and initiatives and preparing financial and/or administrative reports.

• Offers significant logistical support to the CVILA program team by implementing plans for meetings, events, and other offsite activities. This includes, but is not limited to: coordinating with venues, scheduling flights and hotels for out-of-town participants, and tracking attendees, arranging airfare, accommodations, meals, and transportation.

• Leads and/or contributes to various special projects.

• Coordinates and liaises with other administrative staff within the Crime Lab.

• 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.

• Prepare 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.

• 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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Certifications:

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Preferred Qualifications

Education:

• High School Diploma.

Experience:

• Experience in an administ