Executive Assistant, University Communications

DepartmentCOMM Office of the Vice President for CommunicationsAbout the DepartmentUniversity Communications focuses on building the brand, enhancing the reputation, and growing public understanding of the University of Chicago, where rigorous inquiry shapes fields, creates a transformative education and experience, and confronts the most important problems of our time. The Communications team in collaboration with UChicago Creative, the University’s in-house creative agency, specializes in content creation, media relations, public affairs, brand strategy, and video and audio production for the University, while serving as a communication partner and center of excellence across UChicago.Job SummaryThe Executive Assistant provides administrative support for four executives, the Chief Communications Officer and three other senior communications leaders, and assists in general office operations and departmental activities. This position is ideal for an individual who has experience interacting with various levels of senior leadership internally and externally and multi-tasking, who can anticipate needs and proactively address them, and who demonstrates exceptional communication, planning, problem-solving, and organizational skills as well as attention to detail.The EA manages calendars, exercising considerable discretion and judgment as to priorities when scheduling for three high-level and busy schedules. The EA oversees scheduling and coordination of meetings, conferences, and special events and coordinates travel arrangements as needed. The EA also supports other senior staff in the office with key tasks as needs arise, assists with some of the department’s day-to-day communications work and special projects, sometimes coordinating with other university offices. In addition, the EA performs general office duties, including greeting guests, answering the office’s main phone line, completing expense reports, ordering supplies, and supporting other assignments as necessary.ResponsibilitiesManage calendars for four executives, which involves exercising considerable discretion and judgment as to priorities and effective use of their time.Serve as the overall office administrative support.Assist in keeping Chief Communications Officer on schedule and prepared for meetings and events throughout the day.Manage all forms of communication in representing the executives and department to other University offices and outside agencies and preparing confidential correspondence.Ensure all inquiries are routed appropriately and in a timely manner.Organize, execute, and assist with team activities (staff meetings, off-sites, and team social events).Support the department’s occasional large events, including reserving space, coordinating with vendors and guests, managing invites and registration, and supporting A/V needs.Manage team space, including ensuring supplies are ordered and stocked and that the space is kept organized and tidy.Assist with travel request...