Assistant to the Director of Presidential Support


Assistant to the Director of Presidential Support
The University of Chicago- Chicago, IL

Job Information

*Please read the following Job Description carefully.

Applicant who do not submit the required documents will not be considered further for this position.

Job Summary:

Assistant to the Director of Presidential Support

Office of the President

The Assistant to the Director of Presidential Support performs administrative functions relating to the Office of the President with careful attention to detail, complete confidentiality, a positive attitude, and discerning judgment.

The ideal candidate is a highly-motivated and enthusiastic professional who enjoys working in a collaborative, fast-paced, and deadline-oriented environment.

The Assistant works under the leadership of the Director of Presidential Support and Executive Assistant to the President, and has a dual report to the Vice President and Chief of Staff in the Office of the President.

The primary focus of the position is to manage the president’s schedule of meetings with deans, officers, faculty, staff, and student body representatives, as well as the offices of University trustees, donors, civic and government leaders, and international guests, working under the day-to-day supervision of the Director/Executive Assistant.

The position also includes a wide variety of other tasks that arise on an as needed basis.

The Assistant to the Director will be expected to identify opportunities to adapt the execution of these tasks as the needs of the office evolve.

It is especially critical that the Assistant to the Director be able to serve as the back-up for the Director/Executive Assistant when s/he is not in the office.


Serve as the regular back-up for the Director/Executive

Assistant when s/he is unavailable, including each morning until s/he arrives and when s/he is out of the office for travel with the president, vacation, or any other absence.

Work with offices across the University, the Medical Center, laboratory affiliates, and external offices to coordinate the president’s complex and fluid schedule of meetings and events with trustees, donors, deans, officers, staff, civic and government leaders, diplomats, faculty, and others.

Assist the Director/Executive Assistant in preparing the president for each meeting and event in advance, utilizing information compiled by the appropriate offices.

Prepare for the president’s domestic and international travel by creating and submitting visa and passport applications, arranging plane, car, and other transportation, and compiling detailed itinerary and trip dossier with all necessary information.

Handle all day-to-day financial transactions for the President’s Office through the University’s online systems, including, but not limited to: ordering supplies through the University’s purchasing site, processing invoices for external vendors, and reconciling expense reports on an ongoing basis.

Update and moderate multiple contact and email distribution lists both for office use and the University’s Listserv system, using discretion when approving messages for mailing and following guidelines established by the office when adding new members to lists.

Other duties as assigned/needed.

Exceptional attention to detail and ability to complete tasks thoroughly and with accuracy

Demonstrated ability to multitask and meet deadlines in a challenging, fast-paced work environment

Sound judgment and the ability to anticipate potential problems and solve them before they arise

Positive, service oriented attitude and courteous demeanor

Acumen to interact with a diverse and distinguished range of colleagues and visitors

Ability to handle sensitive and confidential situations and information with absolute discretion

Excellent oral and written communication skills

Proficiency with Microsoft Office Suite, Adobe Acrobat, and online databases required

Additional Requirements
Education and Experience:

Bachelor’s degree and 1-2 years of progressively responsible administrative experience required.

Experience working in higher education and a high-level executive setting preferred

Familiarity with the University of Chicago a plus
Required Documents

Applicants must submit a cover letter and resume to be considered further for this position.

Benefit Eligibility:Yes
Pay Frequency:Monthly Pay Range
Depends on Qualification

Scheduled Weekly Hours: 37.5
Union Non-Union

Job is Exempt? Yes
Drug Test Required? No

Does this position require incumbent to operate a vehicle on the job? No
Health Screen Required? No
Background Check Required?Yes

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