Executive Assistant Hybrid

Job Title: Office Administrator (Hybrid)
Location: Chicago IL 60637
Pay Rate: $20/hr. on W2
Shift: 8:00 AM – 5:00 PM, with flexibility

Position Overview:
The Executive Assistant/Office Administrator (EA/Office Administrator) at the University of Chicago’s Office of National Laboratories (ONL) plays a critical role in supporting senior leadership within the department. The primary responsibility is to provide administrative support to the Associate Vice President of Finance and other senior leaders, ensuring effective coordination of their calendars, meetings, and events. This individual will also manage special projects, act as the point of contact for both internal and external stakeholders and contribute to maintaining smooth office operations.

Key Responsibilities:
Calendar Management (70%)
Manage the calendar for the Associate Vice President of Finance and other executive leaders.
Exercise discretion and judgment when scheduling appointments, prioritizing time-sensitive tasks.
Provide general administrative support and assist with travel arrangements as needed.
Help keep all executives on schedule and prepared for meetings and events.
Prepare confidential correspondence and ensure timely follow-ups.
Special Projects & Event Management (15%)
Manage and coordinate a variety of special projects and events as assigned.
Ensure smooth execution of events and activities related to the ONL.
Backup Support (10%)
Provide backup administrative support for the Executive Assistant to the Vice President.
Offer indirect support for other key staff within the ONL as necessary.
Office & Supply Management (5%)
Oversee supply inventory management, ensuring necessary office supplies are ordered and stocked.
Handle expense reporting and process minimal campus deliveries.

Qualifications:
Education: Bachelor’s degree preferred or equivalent experience in an administrative support role.

Experience:
Minimum of two years of progressively responsible administrative experience OR
Minimum of five years of progressively responsible administrative experience.
Significant experience with Zoom, Microsoft Outlook, Word, PowerPoint, and Excel required.
Familiarity with Adobe Acrobat is preferred.
Experience in a complex academic or research environment preferred.

Competencies:
Excellent oral and written communication skills.
Strong interpersonal and customer service skills.
Ability to handle public contacts with courtesy, clarity, and diplomacy.
Ability to handle sensitive and confidential information with discretion.
Strong organizational skills and the ability to manage competing priorities and deadlines.
Excellent problem-solving skills.
Proficiency in word processing, spreadsheets, and database management.
Ability to work independently, take initiative, and collaborate effectively with others.

Working Conditions:
Minimal physical effort is required; tasks will involve keyboarding, bending, light lifting, and filing.
Occasional evening or weekend work may be required.
The University will provide reasonable accommodation for employees with disabilities to perform the essential functions of the job.