Job Description
The Executive Assistant will independently manage multiple administrative and management tasks, supporting the Senior Executive Assistant in providing high-level support to organizational leadership to the Director of the Development Initiative Lab, senior level faculty member and Nobel Laureate of the Kenneth C. Griffin Department of Economics. 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 job provides confidential and high-level office and location support activities. 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.
Responsibilities
- Manages email communications in Faculty’s inbox and responds or coordinates responses with relevant team members.
- Organizes speaking and media requests for domestic and international events.
- Maintain Faculty’s website, course sites and special websites for specific events or research.
- Coordinates complex domestic and multi-country international travel arrangements and procures necessary travel documents including visas and ensures the Faculty has necessary clearance and documentation for travel. Creates and maintains master itinerary.
- Collaborates on new and ongoing research projects. Tasks include: proofreading, fact-checking, and editing papers and reports under the supervision of the Faculty.
- Coordinates events, researches logistics, assists with planning and preparing presentations, event outreach, and post-event write ups.
- Assists with researching funding opportunities, preparing grant proposals, and drafting and/or editing other written materials with moderate guidance.
- Prepare institutional documents, such as faculty reports and conflict of interest statements, for Faculty’s submission.
- Prepare and coordinate letters of recommendation for graduate students.
- Support creation of lecture materials and schedule Zoom calls for graduate classes taught by the Faculty with help from teaching assistants.
- Support Faculty’s job market candidates in job market process.
- Manage faculty member’s individual finances including soliciting and processing travel reimbursements, honoraria and other internal and external receivables, to ensure timely dispersal of obligated payments using GEMS. Order supplies and equipment using Buysite.
- Assist in managing the transcription of voice files recorded by the Faculty to draft and edit emails and documents. This includes both transcription and managing a small team of transcribers.
- Stay informed of activities relating to University programs and initiatives, apprising the faculty of issues when deemed necessary.
- Proficient in technical software, troubleshooting emergent IT issues, and high touch support.
- Performs other related work as needed.
Work Experience:
- Minimum requirements include knowledge and skills developed through 3-5 years of work experience in a related job discipline.
Qualifications:
- Bachelor’s or Associate’s Degree preferred
Preferred Qualifications:
- Background providing administrative support.
- Skillful in project management.
- Working knowledge as a research assistant and/or supporting research projects.
- Teaching Assistant experience in economics courses may also be considered.
Technical Skills or Knowledge:
- Proficiency in Google Suite, Microsoft Suite, Slack and Asana.
- Experience in project management.
- Demonstrated knowledge of University financial systems – GEMS and Buysite ex: purchase order (PO) process.
Behavioral Requirements
- Unit-Preferred Competencies:
- Excellent organizational and analytical skills with high-level of accuracy and sharp attention to detail.
- Superior interpersonal skills and the ability to work effectively with a wide range of individuals and constituencies in a diverse professional environment.
- Demonstrated excellence in written and verbal communication.
- Ability to handle highly confidential and sensitive materials and situations.
- Ability to effectively manage a heavy workload, competing priorities, and tight deadlines.
- A quick, self-learner with ability to initiate, organize, prioritize and complete multiple, high-level projects; meet tight deadlines; and work effectively with minimal supervision in a fast-paced environment.
- Demonstrated ability to anticipate and respond to future needs.
- Works well independently and in a team environment.
- Ability to use appropriate resources and follow an issue through to resolution.
- Demonstrated sound judgment with the ability to solve problems and make effective decisions.
Working Conditions
- High paced in the office environment with work from home opportunities, dependent on the Faculty’s schedule.
Application Documents
- Resume/CV (required)
- Cover Letter (required)
- References Contact Information (3)(required)
- Work sample (required)